Project Administrator

Employing Authority: Grangegorman Development Agency

Office Location: Floor 4, Park House, 191 North Circular Road, Dublin 7

Background

This is an exciting opportunity for a talented professional to join a diverse public body responsible for the regeneration of a major urban site within Dublin city centre in the role of Project Administrator. The successful candidate can contribute to a dynamic and supportive environment, balancing complex demands associated with multiple and concurrent public works projects on behalf of major stakeholders; HSE, TU Dublin, Department of Education, and the existing and emerging communities of the Grangegorman neighbourhood.

This role offers the successful candidate an opportunity to work with the Agency to strengthen and enhance project administration processes, ensuring effective coordination, governance, and administrative support across a complex portfolio of projects.

Equal Opportunities

The GDA is an equal opportunities employer. We are committed to championing an inclusive and diverse workforce that reflects modern Ireland and the people we serve. We strive to create a culture where everyone has equal access to opportunity and feels comfortable and confident to be themselves at work. Reasonable Accommodations will be provided, if required, during this process. To discuss and request reasonable accommodations in confidence please contact recruitment@ggda.ie

The Grangegorman Development Agency

In 2002 a government decision was reached to redevelop the St. Brendan’s Hospital site, Grangegorman.

This was followed in 2005 with the Grangegorman Development Agency Act (GDA Act) which made provision for the development of the Grangegorman site as an Open Urban Quarter including education, health, and community facilities. The Agency was subsequently established in 2006.

Grangegorman Development Agency Mission – Vision – Values

Mission Statement

To transform Grangegorman into a vibrant community that encompasses a world class, integrated and inclusive education, health, and community campus and urban quarter. This will be achieved by delivering a built environment that is in keeping with the Grangegorman Masterplan Vision.

Vision

To be locally and internationally recognised as an exemplar of community urban regeneration, focused on education and health.

Values

Collaboration, Delivery Focus, Design Quality, Integrity, Sustainability

Objectives

The overall objective of the GDA can be summarised as being the social and urban renewal of the 30 hectares of the former St. Brendan’s Hospital site in Grangegorman and its surrounding areas, driven by the relocation of TU Dublin and the provision of modern primary and residential healthcare facilities. Grangegorman will be a new piece of Dublin City with a vibrant sustainable community based largely around new, world-class third level educational facilities and other community focused services.

Development

In numbers, the Project will ultimately deliver around 400,000 sq. m. of floor space, of which about 60,000 sq. m. will relate to the delivery of healthcare services; 280,000 sq. m. will relate to education; and a further 60,000 sq. m. will be occupied by a mixed-use development focused on science and technology.

It is expected that around 30,000 people will use the Grangegorman Site once it is fully completed. The Project also includes the provision of around 15 hectares of connecting streets, public spaces, and parkland with football pitches, playgrounds, and jogging paths. The public realm is designed to link strongly into the neighbouring areas, creating new connections into and across the wider city.

Stakeholders

The GDA acts as the Contracting Authority to develop the Grangegorman site for and on behalf of our stakeholders. All project communication between the Tenderers/Design Team is through the GDA Project Coordinator.

Primary Stakeholders are:

• Department of Education

• Department of Further and Higher Education, Research, Innovation and Science

• Dublin City Council

• Health Service Executive

• Local community

• Technological University Dublin

Principal Duties

The Project Administrator will implement and maintain standards for administrative project management across development projects, ensuring consistent processes, documentation and coordination with supporting functions such as finance, procurement, etc.

Key Responsibilities

General Support

Support Project Directors and Project Coordinators in the management of:

• Day-to-day operation of projects

• Project planning, scheduling, managing meeting schedules and the like

• Liaising with project partners and stakeholders

• Collating deliverables, milestones, and technical reports

• Producing reports and papers, this will extend to assistance with Policy documents, technical reports, Board Papers and the like

• Assist Project Coordinators in the managing of public procurement processes

• Arranging meetings and ensuring they are accurately recorded

Project Management

• Support the definition of guidance, policies and standards, templates, and reporting mechanisms for implementation across all project activities

• Support the creation of progress updates and reports for project leadership and stakeholders

• Maintain records using digital project management tools

• Support projects in respect of time, cost and quality standards ensuring effective management of risks and issues

Procurement

• Manage or assist with tender competitions of varying value (i.e. both above and below National advertisement thresholds) from initiation to contract award in accordance with best practice, having regard to Government circulars on public procurement, Green Public Procurement, national regulations and EU Directives relating to public procurement

• Facilitate and implement framework agreements and run mini competitions via etenders / OGP / other

• Support the Procurement Manager with administrative tasks ensuring the smooth running of procurement procedures

Leadership and Communication

• Demonstrate strong leadership and proactive management within the scope of assigned work to support effective project delivery

• Maintain flexibility and strong organisational skills to ensure key project information is communicated clearly and on time

• Communicate effectively with internal and external stakeholders, ensuring clarity, accuracy, and consistency in all interactions

• Build strong, collaborative relationships across all stakeholder groups and exercise effective influence to support successful project outcomes

Financial and Governance

• Work closely with Finance Officers to define and implement required processes, to enable reporting and operational governance

• Track or record and report on Project related challenges, risks, opportunities, and actions

• Contribute to Governance Policy development and implementation across the Agency

The functions and responsibilities assigned to this position are based on the current stated role and may be changed from time to time. The person appointed requires the flexibility to fulfil other roles and responsibilities at a similar level within the GDA.

Candidate Requirements

Candidates shall on the latest date for receipt of completed application forms have the following:

Qualifications and Essential Requirements

• A relevant recognised third level or professional qualification at a minimum NFQ Level 8

• Five years’ experience in a similar role post qualification

• Strong attention to detail and excellent organisational skills

• Advanced Microsoft Office skills (Word, Excel, PowerPoint) with strong document production capability

• Excellent communications skills, particularly in relation to dealing with external stakeholders e.g. contractors, agencies etc.

• Ability to create realistic plans to achieve deadlines and objectives, effectively managing workload and prioritising own work

Desirable Requirements

• Project management experience

• Demonstrable project administration experience with relevant agencies or reporting arrangements

• Advanced SharePoint or other Common Data Environment user

• An understanding of construction, development, or design

Please also refer to the Higher Executive Officer Competencies in Appendix 1 of this booklet.

Eligibility to compete and certain restrictions on eligibility

Eligible Candidates must be:

• A citizen of the European Economic Area. The EEA (European Economic Area) consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway

• A citizen of the United Kingdom (UK)

• A citizen of Switzerland pursuant to the agreement between the European Union and Switzerland on the free movement of persons

• A non EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa

• A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State because of family reunification and has a stamp 4 visa

• A non EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or Switzerland and has a stamp 4 visa

To qualify, candidates must meet one of the citizenship criteria above by the date of any job offer. Candidates who are not citizens of the aforementioned countries must have the necessary permissions to work in Ireland.

Collective Agreement: Redundancy Payments to Public Servants

The Department of Public Expenditure and Reform letter dated 28 June 2012 to Personnel Officers introduced, with effect from 1 June 2012, a Collective Agreement which had been reached between the Department of Public Expenditure and Reform and the Public Services Committee of the ICTU in relation to ex gratia Redundancy Payments to Public Servants.

It is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re employment in the Public Service by any Public Service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011) for a period of 2 years from termination of the employment.

People who availed of this scheme and who may be successful in this competition will have to prove their eligibility (expiry of period of non eligibility) and the Minister’s consent will have to be secured prior to employment by any Public Service body.

Incentivised Scheme for Early Retirement (ISER)

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees under that scheme are not eligible to apply for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Department of Education and Skills Early Retirement Scheme for Teachers Circular

It is a condition of the Early Retirement Scheme that with the exception of the situations set out in paragraphs 10.2 and 10.3 of the relevant circular documentation, and with those exceptions only, if a teacher accepts early retirement under Strands 1, 2 or 3 of this scheme and is subsequently employed in any capacity in any area of the public sector, payment of pension to that person under the scheme will immediately cease.

Pension payments will, however, be resumed on the ceasing of such employment or on the person’s 60th birthday, whichever is the later, but on resumption the pension will be based on the person’s actual reckonable service as a teacher (i.e. the added years previously granted will not be considered in the calculation of the pension payment).

Department of Health and Children Circular (7/2010)

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement Scheme and Voluntary Redundancy Schemes.

It is a condition of the VER scheme that persons availing of the scheme will not be eligible for re employment in the public health sector or in the wider Public Service or in a body wholly or mainly funded from public moneys.

The same prohibition on re employment applies under the VRS, except that the prohibition is for a period of 7 years. People who availed of either of these schemes are not eligible to compete in this competition.

Department of Environment, Community and Local Government

The Department of Environment, Community and Local Government Circular Letter LG(P) 06/2013 introduced a Voluntary Redundancy Scheme for Local Authorities.

In accordance with the terms of the Collective Agreement: Redundancy Payments to Public Servants dated 28 June 2012 as detailed above, it is a specific condition of that VER Scheme that persons will not be eligible for re employment in any Public Service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011 and the Public Service Pensions (Single Scheme and Other Provisions) Act 2012) for a period of 2 years from their date of departure under this scheme.

These conditions also apply in the case of engagement or employment on a contract for service basis (either as a contractor or as an employee of a contractor).

Declaration

Applicants will be required to declare whether they have previously availed of a Public Service scheme of incentivised early retirement.

Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and or where they have received a payment in lieu in respect of service in any Public Service employment.

It is the responsibility of former public or civil servant candidates to ensure their eligibility to apply. Potential candidates who participated in a voluntary severance or redundancy or early retirement programs, received a redundancy payment or are in receipt of a public sector pension, should familiarise themselves with their individual conditions pertaining to public sector re employment and declare same if applying.

Principal Conditions of Service

Salary

Entry will be at the minimum of the scale and increments may be awarded subject to satisfactory performance and to changes in the terms and conditions relating to salary increments in the Civil or Public Service generally. The rate of remuneration may be adjusted from time to time in line with Government pay policy.

PPC (Personal Pension Contribution) Scale (for officers who are existing civil or public servants appointed on or after 6 April 1995 or who are new entrants to the civil or public service and who are making a compulsory personal pension contribution).

Higher Executive Officer Standard Scale – PPC

€59,435 – €61,173 – €62,908 – €64,640 – €66,380 – €68,111 – €69,849 – €72,353

LSI1 – €75,788 LSI2

A different rate will apply where the appointee is a civil or public servant recruited before 6 April 1995 and who is not required to make a Personal Pension Contribution.

Other pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant.

Important Note

Entry will be at the minimum of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy.

Different terms and conditions may apply if you are a currently serving civil or public servant.

Subject to satisfactory performance, increments may be payable in line with current Government Policy.

Successful candidates will agree to repay any overpayment of salary, allowances, or expenses in accordance with Circular 07/2018: Recovery of Salary, Allowances, and Expenses Overpayments made to Staff Members, Former Staff Members, or Pensioners.

Annual Leave

The annual leave allowance for the position of Higher Executive Officer is 29 days. This allowance is subject to the usual conditions regarding the granting of annual leave in the Civil or Public Service, is based on a five day week and is exclusive of the usual public holidays.

Hours of Attendance

Hours of attendance will be fixed from time to time but will amount to not less than 35 hours net per week. The successful candidate will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of their duties subject to the limits set down in the working time regulations. The rate of remuneration payable covers any extra attendance liability that may arise from time to time.

Place of Work

The GDA’s offices are currently located at Park House, Grangegorman, Dublin 7. The offices will be such as may be designated from time to time by the Agency to meet the needs of the project and could relocate during the contract to facilitate the work of the Agency.

When absent from home and office on duty, appropriate travelling expenses and subsistence allowances will be paid subject to the normal Civil or Public Service regulations.

Tenure and Position

The position of Higher Executive Officer – Human Resources Manager is a full time 5 year fixed term contract. The provisions of the Unfair Dismissals Acts 1977 – 2007 will not apply to the termination of the contract consisting only of the expiry of the fixed term.

The probationary contract will be for a period of 6 months. This is included and not additional to the specified purpose contract. Notwithstanding this paragraph and the paragraph immediately following below, this will not preclude an extension of the probationary contract in appropriate circumstances.

During the period of your probationary contract, your performance will be subject to review by your supervisor or supervisors to determine whether you:

(i) Have performed in a satisfactory manner

(ii) Have been satisfactory in general conduct

(iii) Are suitable from the point of view of health with regard to sick leave

Suspension of Probation

The Agency may suspend the probationary period and, as a result, extend the term of the probationary contract in the following circumstances:

• The probationary period will be suspended if the officer is on Maternity or Adoptive leave

• The probationary period may, at the discretion of the Department, be suspended where the employee is absent on any other form of statutory or non statutory leave

Where the Agency’s ability to assess the officer and or the officer’s ability to demonstrate their suitability for permanent appointment is compromised by the officer’s absence on leave, the contract period will be extended by the period of leave taken.

Duties

The appointee will be required to perform any duties appropriate to their grade which may be assigned to them. They may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties.

Sick Leave

Pay during properly certified sick absence, provided there is no evidence of permanent disability for service, will apply on a pro rata basis in accordance with the provisions of the sick leave circulars.

Officers who will be paying Class A rate of PRSI will be required to sign a mandate authorising the Department of Employment Affairs and Social Protection to pay any benefits due under the Social Welfare Acts directly to the employing Department or Organisation.

Payment during illness will be subject to the officer making the necessary claims for social insurance benefit to the Department of Employment Affairs and Social Protection within the required time limits.