Senior Certification Administrator Standards Officers- Construction

Senior Certification Administrator (08-25)

Job Type

Permanent

Remote Work Option

Hybrid

Category

Administrative Support

Location

Dublin

Job Grade

Level D

Job Details

JOB DESCRIPTION

JOB TITLE:Senior Certification Administrator DIVISION:Certification DEPARTMENTSustainability & Built Environment REPORTS TO:Head of Sustainability & Built Environment NO. OF DIRECT REPORTS 5 GRADE:Level D Grade TENURE:Permanent LOCATIONSantry, Dublin REFERENCE08-25 
Job Overview

The Sustainability & Built Environment (SBE) Department is responsible for the provision of national and international construction product and process certifications. The SBE Department issues up to 5,000 construction related certifications annually.

The Senior Certification Administrator will ensure that the administrative operations run smoothly, effectively and in compliance with the procedures and legislation applicable to the department.


Key Tasks and Responsibilities

• Act as contact point for first level of customer escalations from Customer Service Representatives (CSR).
• Hold weekly administration meetings with staff.
• Responsible for minutes and ensuring actions are followed up at/following meetings.
• Generation of reports/analysis from client database data as requested/required.
• Provide support in the context of new regulations (for example supporting the competency review to ensure Engineers are being upskilled)
• Act as active liaison between the Quality, Technical and CSR functions to ensure CSRs are fully aware of updates and process changes.
• Provide cover for CSRs during times of absence.
• Coordinate and support CSRs to ensure audit days are being conducted on time and ensuring customer files are completed fully.
• Proactively contribute to the department quality systems and documentation from an administration perspective.
• Support maintenance of accreditation when requested e.g., Coordinate provision of CSR client files to Irish Accreditation Board (INAB) in advance of Head Office Audits and representation of administrative functions at accreditation audits.
• Management of new scheme onboarding, accounts on Integra, monitoring bad debt for clients.
• Management of tendering process, subcontractors and invoice approvals.
• Annual Billing

Coordinate and support invoicing of files.
Maintain system data and sign off on previous year’s Annual Billing.

• Administration duties

Raise POs on Integra for Dept e.g. for PPE equipment, invoices for services and INAB audits.
Issue of Certificates when required.
Proactively improve the administrative systems to enhance levels of efficiency, effectiveness and compliance in all schemes and processes.

• Staffing and training

Assist and participate in the recruitment and selection process for administration staff.
Oversee on-boarding and training plan for CSR new starters ensuring all elements of the training plan are executed effectively.
Manage CSR performance management (including PMDS, approval of annual leave, monitoring of time & attendance system, probation process, addressing queries, and ensuring client files are processed in an efficient manner)

• Continuous Improvement

Champion the development and implementation of new solutions to the department from an administrative perspective e.g. new technology and softwares to enhance systems and processes.
Collaborate with other managers to contribute positively to the achievement of overall divisional goals and objectives.

Provide feedback to project groups regarding automation of administration
Task .Coordinate input and feedback from administration team concerning continuous improvement of departmental systems.
Support training of CSRs and auditors on any new systems/processes.

• Any other appropriate administrative duties as requested by management.

This job specification is intended as a guide to the general range of duties for this post. It is intended to be neither definitive nor restrictive and will be subject to periodic review with the post holder.

QUALIFICATIONS AND ESSENTIAL EXPERIENCE

• Successful completion of a relevant 3rd level qualification.
• Minimum 3 years’ experience in team leadership and client engagement.
• Knowledge of construction approval schemes and associated processes.
• Proven project management experience and ability to deliver projects on time.
• Fully proficient in MS Office including PowerPoint, Excel and Word.
• Ability to interface with multiple software platforms.
• Strong organisational and administration skills.

DESIRABLE

• Ability to manage high workloads and conflicting priorities.
• Strong IT, reporting and presentation skills.
• Collaborative working style with a strong emphasis on flexibility and teamwork.

CORE COMPETENCIES

• High level of personal awareness and an adaptable approach to the ever-changing nature of the role.
• Excellent communications skills.
• Ability to work independently and as part of a team.
• Good organisational, time-management and problem-solving skills.
• Self-motivation, innovative and pro-active attitude.
• High level of attention to detail.

For full details on this post please see the following link: Senior-Certification-Administrator Candidate Booklet