Project Administrator

Role Purpose

In line with our strategic plan, we are increasing our collaborations at a national and international level and increasing the number of research projects carried out annually. Our project portfolio is expanding, and we are looking for an experienced Project Administrator. This is a key role that provides comprehensive administrative support across multiple projects, helping to ensure projects, and project sub-tasks, are delivered on time and in compliance with all relevant requirements.

The ideal candidate is enthusiastic, organised and hardworking with demonstrable experience in administering EU-funded projects. S/he will work closely with internal teams and external partners to ensure the smooth execution of projects activities and contribute to the overall success of our project portfolio.

Key Responsibilities

The responsibilities of the post are:

Project Administration

• Provide day-to-day administrative support across a portfolio of projects, ensuring timely delivery of tasks and adherence to deadlines
• Maintain comprehensive project documentation, including meeting minutes, reports, timesheets, and financial records
• Develop and implement standard operating procedures to ensure effective and consistent administration of EU and other projects.
• Coordinate the preparation, submission, and monitoring of EU-funded project reports and documentation, ensuring compliance with relevant regulations and guidelines
• Collaborate with team members, partners and funders, both local and international, to ensure information flow and on-time delivery of project deliverables.
• Serve as a key contact point for assigned projects, ensuring effective and proactive communication with all stakeholders
• Assist in writing proposals for new project opportunities.
• Perform other administrative tasks as required.
• Manage the organisation of meetings, workshops, conferences, and video conferences, including coordinating logistics, handling communications, maintaining participant lists, overseeing registration processes, and supporting overall event delivery
• Implement thorough preparation measures for future project audits, ensuring documentation and processes meet all compliance and reporting standards.
• Liaise with and support the Corporate Services on aspects related to project tasks, as appropriate.
• Support internal and external audits, as required.
• Contribute to continuous improvement of administrative processes and tools.

General administrative support

• Assist with the day-to-day running of the Registry
• Manage calendars, appointments, incoming calls, and travel arrangements, including coordinating meetings and overseeing related tasks such as reimbursement procedures and budget tracking.
• Sort and organise mail and e-mails, retrieve/store information and ensure proper record management of all key documents.
• Proof-read documents, prepare PowerPoint presentations, store & file final versions of documents, and retrieve documentation on request.
• Draft documents, prepare and send external communications to stakeholders.
• Facilitate internal communication within the Registry as well as externally.
• Provide administrative support to Project teams as needed.

This list is not exhaustive, and you may be required to take on other tasks and duties for the proper and effective performance of your role.

Essential criteria

Candidates must demonstrate they meet the following essential criteria:

• QQI Level 8 qualification in a relevant area, e.g. business administration, project management, accounting, or finance and at least two (2) years of relevant professional experience.

OR

• QQI Level 7 qualification in a relevant area and at least three (3) years of relevant professional experience.
• Excellent organisation, coordination and administrative skills, including the ability to provide support to senior management and/or teams.
• Experience in performing finance-related tasks (budget planning, monitoring, funding drawdown and cost reimbursements).
• Excellent IT and document management skills, including experience in data processing tools such as Microsoft Word, Excel, Access and PowerPoint.

Desirable criteria

The following will be considered an advantage:

• Experience in the administration of EU-funded projects.
• Public sector experience and familiarity with the Irish health sector.
• Track record of organising events, workshops and large meetings, both individually and as part of a team.
• Proficiency in using SharePoint for document management, collaboration, and workflow. automation with experience in implementing SharePoint solutions.

Personal Qualities

The post holder must be able to demonstrate the following personal qualities:

Analytical and Administrative Skills

• Excellent analytical and administrative skills.
• An ability to demonstrate compliance with the required standards and ensure sufficient controls and checks are in place.
• Quickly gets up to speed in a complex situation, rapidly absorbing all relevant information/data (written and oral)

Decision Making

• Exercises good judgement, makes well informed decisions in a timely manner; consults with others as appropriate before implementing decisions.

Planning and Organising

• Assumes personal responsibility for and delivers on agreed objectives/ goals
• Effectively estimates time parameters for projects and manages own time efficiently, anticipating potential obstacles and planning contingencies to address these.
• Ensure all outputs are delivered to a high standard and in an efficient manner.
• Use resources effectively, always challenging processes to improve efficiency.
• Excellent attention to detail.
• Experience of working to multiple deadlines

Teamwork, Communication and interpersonal skills

• Promotes co-operation and commitment within a team to achieve goals and deliverables.
• Shapes communication to effectively reach an international audience.
• Professional when dealing with challenging issues.
• Presents information in a confident, logical, and convincing manner verbally and in writing.
• Maintains a strong focus on meeting the needs of internal and external stakeholders.
• Works to establish mutual understanding to allow for collaborative work.

Drive and Commitment to Public Service Values

• Consistently strives to perform at a high level
• Maintains consistent effort under pressure and is resilient to criticism or setbacks at work.
• Demonstrates high levels of initiative, taking ownership of projects and demonstrating self-sufficiency.
• Upholds the highest standards of honesty, ethics and integrity

Specialist Knowledge, Expertise and Self Development

• Clearly understands the role, objectives and targets and how they fit into the work of the unit and Organisation.
• Develops the expertise necessary to carry out the role to a high standard and shares this with others.
• Proactive in keeping up to date on issues and key developments that may impact on own area, the Department and/ or wider public service

Behavioural Expectations

The incumbent of this role is expected to demonstrate NCRI’s values and behaviours in in the delivery of everyday work and interactions with stakeholders and colleagues.

• Respect – We treat everyone with dignity of respect.
• Trust – We honour our commitments.
• Collaboration – We work collaboratively with all our stakeholders.
• Quality – We are committed to continuous quality improvement.
• Enthusiasm – We are passionate about and take great pride in our work.
• Confidentiality – We treat all our patient information with the highest level of data security.