Senior Administrator

Job Overview Legal Metrology services provide a national service in the regulation of measuring instruments in trade use within the state. The number of trade use measuring instruments being placed on the market has increased since the formation of legal metrology services (LMS) in 1996 and more so in the last few years with the advancement of technology e.g. Supermarket checkout tills now all have in built weighing scales which fit under the remit of LMS. The role and function of legal metrology services includes the regulation and the market surveillance of all measuring instruments (including taxi meters) that are for trade use and packaged goods along with the verification of measuring instruments. Every year, more products are being placed on the marketplace which fall under the remit of LMS. The Senior Administrator is a new role created within the department who will support the senior management team of LMS along with providing business support for all aspects of business operations for the Legal Metrology Services division in providing their statutory services. Working closely with the legal metrology services management team, the post holder will drive key initiatives and ensure operational excellence across the legal metrology services division, in support of optimal stakeholder experience and delivery of NSAI’s strategic objectives. This role requires a combination of strong organisational, communication, and leadership skills, to effectively support the management team in achieving their objectives and driving sustainable growth. Key Tasks and Responsibilities • Strategic Planning o Collaborate with the management team to develop and execute strategic plans and operational initiatives aligned with organisational goals. o Develop actionable recommendations based on data-driven insights to optimise operational efficiency, mitigate risks, embed operational excellence and ensure legal and regulatory compliance. o Cultivate and maintain strategic partnerships to drive collaboration and alignment on strategic initiatives, with internal NSAI departments, external partners, and stakeholders including external national/international bodies (e.g. WELMEC, OIML), other public sector agencies, departments etc. • Management Reporting o Support the collection, analysis, and interpretation of management reporting data and KPI’s to identify trends, insights, and areas for improvement, informing strategic decision-making processes. o Support the development of business cases, proposals, and presentations for executive review and approval, ensuring alignment with strategic priorities and objectives. o Gather pertinent data and insights to produce monthly, quarterly and yearly reports, highlighting key achievements, financial performance, and future strategies in a clear and engaging manner. o Provide regular updates to the management team on performance metrics. • Staffing and Training o Manage the administrative team and the administrative requirements for the legal metrology services section. o Foster a culture of data-driven decision-making, continuous improvement, and accountability, empowering teams to achieve operational excellence. o Assist and participate in the recruitment and selection process for administration staff in the Legal Metrology department. o Oversee on-boarding and training plan for administration staff ensuring all elements of the training plan are executed effectively. o Assist and participate in the performance management of business support personnel (including PMDS, approval of annual leave, monitoring of time & attendance system, addressing queries and ensuring client files are processed in an efficient manner). • Administration duties o Act as a central liaison between the management team and key stakeholders, managing interactions, disseminating information, and facilitating efficient communication channels. o Provide financial management support for the section which includes management of invoicing any payments for the Legal Metrology services, procurement, budget preparation and management o Management of the legal metrology services risk, actions, issue and decision registers. o Management of data governance responsibilities to ensure ongoing compliance with relevant policies and regulations within the department. o Communications lead for Legal Metrology Services including website management. o Assist in management of the quality management system for legal metrology services. o Maintain strict confidentiality of matters relating to NSAI and business operations. • Perform any other duties as may be required by the head of the division. Qualifications and Experience Essential Criteria • Successful completion of a relevant 3rd level qualification. • A minimum 3 years’ experience in team leadership and client engagement. • Fully proficient in Microsoft Office packages. • Good team player and ability to work on own initiative • Ability to draw up records and reports • Will be able to demonstrate aptitude and a strong potential to learn quickly Desirable • Proven project management experience and ability to deliver projects on time • Proficient in quality management system and working knowledge of ISO 9001, ISO 17020, ISO 27001 • Experience in developing procedures and file management • Proficient in procurement and tendering process • Proficient in the requirements of FOI and GPDR • Experience working in a regulatory or legal environment an advantage. • Experience in preparation and management of court case files an advantage. Core Competencies • Excellent interpersonal skills, with the ability to relate to people at all levels within and outside the NSAI • Exceptional writing and presentation skills. • Excellent budget and resource management • Excellent planning, organisational and administrative skills. • Ability to work in a fast-paced environment Key Competencies for Senior Administrator Team Leadership • Works with the team to facilitate high performance, developing clear and realistic objectives and addressing performance issues if they arise • Provides clear information and advice as to what is required of the team • Strives to develop and implement new ways of working effectively to meet objectives • Leads the team by example, coaching and supporting individuals as required • Places high importance on staff development, training and maximising skills & capacity of team • Is flexible and willing to adapt, positively contributing to the implementation of change. Analysis and Decision Making • Gathers and analyses information from relevant sources, whether financial, numerical or otherwise weighing up a range of critical factors • Takes account of any broader issues and related implications when making decisions • Uses previous knowledge and experience to guide decisions • Draws accurate conclusions and makes fair and balanced recommendations backed up by evidence • Puts forward solutions to address problems Management & Delivery of Results • Takes responsibility and is accountable for the delivery of agreed objectives • Successfully manages a range of different projects and work activities simultaneously • Structures and organises their own and others work effectively • Is logical and pragmatic in approach, delivering the best possible results with the resources available • Delegates work effectively, providing clear information and evidence as to what is required • Proactively identifies areas for improvement and develops practical suggestions for their implementation • Demonstrates enthusiasm for new developments/changing work practices and strives to implement these changes effectively • Applies appropriate systems/processes to enable quality checking of all activities and outputs • Practices and promotes a strong focus on delivering high quality customer service, for internal and external customers Interpersonal & Communication Skills • Builds and maintains contact with colleagues and other stakeholders to assist in performing in the role • Acts as an effective link between staff and senior management • Encourages open and constructive discussions around work issues • Is assertive and professional when dealing with challenging issues • Treats others with diplomacy, tact, courtesy and respect, even in challenging circumstances Expresses self in articulate and clear manner when speaking and in writing Specialist Technical Knowledge, Expertise and Self Development • Has a clear understanding of the role, objectives and targets and how they support the work of the Standards and Legal Metrology Department. • Has high levels of expertise and broad Public-Sector knowledge relevant to his/her area of work • Focuses on self-development, striving to improve performance • Displays technical competence in their related sector with the ability to analyse and communicate complex technical material Starting Salary Candidates should note that entry will be at the first point of the appropriate scale and will not be subject to negotiation. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Duties of the Post The duties and responsibilities set out in this job description are indicative of responsibilities related to this role. As with all posts, the nature of NSAI business is evolving and flexibility is required to adapt to changing business needs. Annual Leave Annual Leave 29 working days rising to 30 working days after 5 years’ service. This leave is exclusive of 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 Monday to Friday per week. No additional payment will be made for extra attendance as the rate of remuneration payable covers any exceptional extra attendance liability that may arise from time to time. Tenure The appointment will be on a full-time, basis. The appointee must serve a probationary period, which lasts for 6 months. Should the appointee’s service be satisfactory with regards to health, conduct, and efficiency generally during the probationary period, the appointee, on completion of the period will be finally appointed. Should the appointee’s services be unsatisfactory, the appointment may be terminated at any time during the period. Location This position will be based at 1 Swift Square, Northwood, Santry, Dublin 9. Confidentiality and Conflict of Interest Employees are prohibited from having any personal or financial interest in any industry that NSAI certifies from the date of appointment with the NSAI. Employees are prohibited from disclosing any information in relation to the business of any person obtained in his/her capacity as an officer of the NSAI. Superannuation and Retirement The appointee will be offered public service pension terms and retirement age conditions in accordance with pension arrangements in NSAI depending on the status of the successful appointee: a) In general, an individual who has no prior pensionable Public Service history in the 26 weeks prior to appointment will be a member of the Single Public Service Pension Scheme (Single Scheme) which commenced from 1 January 2013 [Section 10 of the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 refers]; b) An individual who was a member of a “pre-existing public service pension scheme” as construed by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 and who does not qualify for membership of the Single Scheme will have standard public service pension terms reflecting new entrant or non-new entrant status for the purposes of the Public Service Superannuation (Miscellaneous Provisions) Act 2004.