Jobs at IFI: Administrative Assistant Grade IV

Please note that the deadline for applications passed on 5pm 23rd April 2018

Inland Fisheries Ireland is seeking an Administrative Assistant Grade IV for a period of 6 months to assist in our Eastern River Basin District office and our Logistics Department. This will be a busy and exciting role, with the potential for flexible working hours.

A general job description is outline below along with the application procedure.

ROLE PROFILE

DATE:    06/04/2018

JOB TITLE: ADMINISTRATIVE ASSISTANT GRADE IV
RATE TYPE: SALARIED

REPORTS TO (title): Executive Officer & Above

LOCATION: Citywest

POSITION SUMMARY

Co-ordinates and implements office procedures, contributes to specific projects and tasks, where applicable inducts and trains employees.  Provides general administration, record keeping both financial, operational and personnel related.

ESSENTIAL FUNCTIONS

Key Responsibilities

  • Provide front of house and reception services with a courteous manner
  • Managing and responding to the customer’s requirements and requests to ensure a high level of customer support
  • Operating a switchboard, taking telephone enquiries (internal & external)
  • Respond to and resolve enquiries and problems, judging when to pass on complex queries or involve others, to provide an effective service and clear advice to colleagues and customers.
  • Support the organisation of internal and external activities/events, collating and recording defined information documentation as requested, to ensure activities are administered efficiently, fines, transport registers, diary sheets etc.
  • Follow established ordering procedures to ensure adequate resources are available to meet work requirements.
  • Managing own work from start to finish.
  • Attending meetings, taking minutes, and typing of all forms of correspondence
  • Collation, maintenance and reconciliation of records (online and manual) relating to angler, dealer and commercial licences
  • Provision of finance administration ensuring proper records are kept including, purchasing, dealing with invoices, generating payment requisitions, purchase orders, fixed assets (updating register, tagging, stock checks etc.) debtors, petty cash, lodgements, sales and rates invoices, wages, pensions (including pension registers), costing of projects and ad hoc reports, creditors reconciliations and other control accounts, tax matters etc.
  • Prepare reports and other materials, using standard and some non-standard formats and software.
  • Induct new administrative employees, ensuring that work is appropriately allocated and providing hands-on training as required.
  • Ensure accurate record management, of personnel including compliance with the Organisation of Working Time Act and relevant legislation, pensions and training details.
  • Produce management information from data and/or statistics in order that accurate and reliable information is available for unit/departmental decision making.
  • Provide administrative support for events, i.e. conference, seminars & training, using a high degree of personal initiative and responsibility
  • Develop and maintains spreadsheets and simple databases, including shared databases/spreadsheets on an intranet platform.
  • Assist in the effective management of IFI’s transport fleet, monitoring performance, suitability and efficiency, maintenance costs and prepare replacement proposals.
  • Arrange for on-going maintenance and repair of offices, accommodation and equipment.
  • Work with new technologies introduced.
  • Provisions of data and information to colleagues in Headquarters.
  • Assist in the preparation of accounts.
  • Completes any other reasonable duties as requested by applicable line manager.

Note: The above attempts to outline in a broad sense the range of duties associated with an Administrative Assistant Grade IV post.  However other duties may arise as the requirements of our customers and online facilities change over time.

 

PERSON SPECIFICATION

 

Essential

Desirable

Skills

  • Ability to communicate effectively with a wide range of clients, outside agencies and visitors.
  • Ability to work as part of a team e.g. openness, punctuality, flexible approach to duties.
  • Excellent communication skills.
  • Ability to work unsupervised
  • Commitment and self-motivation
  • Has the ability to think creatively and  strives to continually improve own processes and areas of business
  • Good timekeeping
  • A good standard of personal presentation
  • Excellent oral and written communication skills
  • Good numeric skills
  • Takes a positive approach towards development of self and others.
  • Excellent attention to detail with the ability to spot errors and question information received
  • Proficient in Excel, Word, PowerPoint and financial programs.
  • Is personally trustworthy and can be relied upon
  • Can maintain confidentiality
  • Upholds the highest standards of honesty, ethics & integrity
  • Customer service skills

 

Qualifications & Experience

  • Leaving Certificate or equivalent
  • Secretarial qualification (NFQ Level 5)
  • Proficient in all Microsoft packages
  • At least two years relevant experience in a similar role

 

  • Primary Degree or equivalent (NFQ Level 7)
  • Previous relevant experience
  • Previous experience in a similar environment

 

SALARY
Administrative Assistant Grade IV, appointments will normally be made at the first point of the scale:
€27,021, €28,872, €29,910, €31,968, €33,712, €35,238, €36,718, €38,712, €40,160, €41,620, €42,972 (LSI1), €44, 330 (LSI2)

TENURE
Appointment to this position will be on a temporary basis – for a period of 6 months.

Please note that the deadline for applications passed on 5pm 23rd April 2018

Late applications will not be processed.

Short listing will be based on information provided in the Cover Letter and CV

Canvassing will disqualify
Inland Fisheries Ireland is an equal opportunities employer