Senior Administrator

Purpose of the Job

The Senior Administrator leads a small administration team, providing and ensuring high-level administrative support to the CIPS Management Team and Board. The Senior Administrator is a member of the Management Team with specific responsibility for the maintenance and development of high-quality administrative systems and practices.

Reporting to: The CIPS Manager

Main Areas of Duty

Overview

The Senior Administrator holds primary responsibility for ensuring the development, maintenance, monitoring, and review of efficient, effective, and scrupulously documented systems and practices, ensuring organisational compliance (under the direction of the Manager) with all relevant legislation and with the requirements of the Citizens Information Board and the CIPS Board and Management.

This is with respect to the following:

Team Management

• Manage a small (two-person) administration team, and its individual members, ensuring the provision of excellent administration support across the organisation and to the CIPS’ Board.

• Delegate administration duties/tasks within the team, ensuring that all delegated work is carried out in a timely, appropriate manner and to a high standard.

• Assess and provide constructive feedback to team members through the agreed performance review processes, managing any performance issues that might arise, including through the provision of training, coaching, and support.

• Communicate effectively with the CIPS Administration Team to ensure optimum performance while maintaining a supportive working atmosphere.

• Report regularly to the CIPS Manager on the goals/targets, work, and performance of the administration team.

• Assist with the recruitment and selection of administrative staff, as any vacancies arise.

• Communicate CIPS’ HR policies and procedures to administration team members, ensuring consistent implementation.

HR Administration

Ensure effective and timely administration of:

• All recruitment and induction processes, including preparation and storage of relevant documentation

• Leave systems and procedures (including staff sick leave, annual leave, and special leave), attendance, and absenteeism through records management systems, databases, and personnel files

• Salaries and pensions record-keeping and administration, including payroll

• Staff training and development organisation and record-keeping, supporting effective implementation of the Training Policy and annual Staff Training Plans

Finance and Budgeting

• Maintain and ensure timely and accurate administration of income and expenditure systems, including the preparation and monitoring of budgets, reporting to the Manager on monthly accounts

• Ensure that all bookkeeping responsibilities are adhered to in a timely and accurate manner, including payments and invoicing, liaising as appropriate with creditors, debtors, and financial institutions

• Monitor financial compliance and record-keeping as per Citizens Information Board (CIB) financial controls and any national/public sector guidelines/requirements applicable to CIPS

• Prepare regular financial reports (as per Company Law and CIB reporting requirements, and as required by the Manager, Treasurer, Finance Sub-Committee, and Board of Directors)

Company Governance

• Ensure appropriate administrative support is provided to the CIPS’ Board, including organisation of meetings (including board and sub-committee meetings; AGM/EGM; and any other meetings called by the board); distribution of documentation; maintenance of contact lists; minute-taking if required

• Ensure all governance processes are in line with Company Law Requirements, and that necessary documentation is prepared and filed

Health and Safety

• Ensure Health and Safety statements are up to date and reviewed/audited annually

• Support and monitor compliance with all requirements and actions arising from Health and Safety reports/audits and with all relevant health and safety legislation and delegate where appropriate

• Promote, monitor, and support development of best practice vis-à-vis Health and Safety systems and procedures

Office Management

Ensure the day-to-day running of the office is carried out in a professional and efficient manner, including:

• Adequate stocks of stationery and supplies

• Ordering, auditing, and maintenance of equipment

• Upkeep of canteen/cleaning

• Effective storage systems and office layout

ICT Systems

Liaising with CIB and external providers:

• Ensure that ICT and Telephony Equipment is monitored, managed, and maintained

• Ensure that the records for ICT and telephony licensing, software, and hardware are maintained and undertake ordering as necessary

Management Information Reporting

• Assist in the production of service activity/performance reports, annual work-plans, HR reports, and other reports as may be required by the CIPS’ Board, the Citizens Information Board, and other internal and external bodies

• Produce or assist with such operational reports as might be required by the management team

Customer Service Supports

• Develop and maintain customer feedback systems and ensure proper storage of all records

• Ensure the maintenance, cataloguing, and effective/accessible storage of an adequate stock of information resources

• Provide support to Team Supervisors as might be required vis-à-vis floor management

PR/Marketing

• Oversee the production of PR materials, liaising with the Citizens Information Board and with such external bodies as might be required

• Ensure contact databases are maintained

Additional Responsibilities

• Undertake training and development to maintain and improve performance

• Actively participate in CIPS’ staff performance appraisal and coaching procedures

• Undertake such other administrative duties, or lead/participate in projects, as might be assigned by the Manager or CIPS’ Board

Given the nature of the organisation and the need to respond to customers’ needs on an ongoing basis, the role is subject to change over time, and the above listing should not be considered exhaustive.

TERMS AND CONDITIONS

Contract Permanent, full-time position (subject to probation). May be extended at discretion of the Manager.

Hours 35 hours per week, Monday to Friday. Alternate shifts between 08:45 and 20:15.

Location CIPS office in Blackrock, Cork (with potential for remote work).

Salary Scale: €28,889, €30,130, €31,372, €34,623, €37,001, €38,770, €40,482, €42,791 Max: €44,472 (for 3 years), LSI1: €46,162 (for 3 years), LSI2: €47,700

Incremental Credit Requests must be made within first 3 months. Assessed based on employment history in application form. Subject to board approval and available funding.

Pension Obligatory membership.

• Employee: 5% of salary

• Employer: 7% of salary

• Retirement age in line with State Pension (currently 66)

Annual Leave

• 23 days per year

• 24 days after 2 years

• 25 days after 5 years Pro rata for part-time service.

Full terms in the Staff Handbook (part of Employee Contract).

Person Specification

Education and Training

• Leaving Certificate or equivalent

• Training/proven experience in financial administration

Experience / Knowledge

• Minimum 5 years' experience in relevant areas

• Supervisory experience

• High-level skills in Microsoft Office, especially Excel, Word, and Email

Proven Aptitudes

• Excellent organisational skills

• Ability to plan, prioritise, delegate, monitor, and assess performance

• Leadership by example

• Able to work independently and take direction

• Strong judgement and decision-making

• Calm and productive work atmosphere

• Time/stress management, team support

• Excellent oral/written communication (including statistical/analytical reporting)

• Excellent timekeeping and attendance

Demonstrable Commitments

• High-quality administrative systems and procedures

• Respectful, dignified team environment

• Highest standards of honesty, integrity, and confidentiality

Other Requirements

• 35 hours per week (5 days, 7 hours/day)

• Normal hours: 9am–5pm

• Occasional meetings or training outside normal hours