Duration:
Permanent . A panel may be formed from which future similar vacancies may be filled; such a panel will remain active for a maximum period of 12 months.
Basic Function
To take day-to-day responsibility for core administrative operations on campus and to provide experienced administrative support to the Ashtown Food Research programme, as well as other Directorate operations on campus, as assigned.
Background
Teagasc Food Research Centre, Ashtown is a flagship research, training and innovation centre within the Teagasc organisation, and it is a pivotal campus for delivering Teagasc’s mission. At the Centre, food research and development programmes for the Irish meat, marine, prepared consumer foods, horticultural and other non-dairy sectors are undertaken. Also, collaborative educational programmes are hosted in conjunction with the National Botanic Gardens. The multi-disciplinary campus at Ashtown, consists of diverse research and analytical laboratories and food processing pilot plants with an international research community working in a collegial environment. Researchers at the Centre collaborate both nationally and internationally with other institutes and universities in publicly funded research and development projects and confidential industry-led research, development and innovation activities. The Centre hosts approximately 235 staff and post-graduate students within 7 departments across its existing campus of 28 acres. Administrative support is also delivered to the Athenry Campus and the Rural Economy and Development program. The Campus at Ashtown is home to a Conference & Training Centre with 8 meeting rooms, a tiered lecture theatre, science lab, breakout spaces and large canteen. Meetings, events and exams are held year-round in this busy setting.
1. Administration & Programme Support
- Oversee and manage administrative support for all programmes at Ashtown (Food Research, Rural Economy, Horticulture, Education, Forestry), ensuring alignment with Teagasc policies and corporate governance procedures.
- Oversee campus-wide administrative operations including managing the teams within reception/switchboard and stores.
- Within Ashtown support the campus Operations Manager to promote, implement, and monitor adherence to governance and compliance protocols for all HR, ICT, and Finance policies and procedures.
- Actively participate in the annual business planning process, risk management, and the Performance Management and Development System (PMDS).
- Ensure administrative best practices and quality customer service standards are maintained at all times in accordance with the Teagasc Quality Customer Service Charter and Action Plan.
- Promote a positive and co-operative working environment in collaboration with the Campus Operations Manager and administration team.
2. Finance, Governance & Compliance
- Lead and oversee the implementation of Teagasc finance, budgetary, and procurement policies, ensuring accuracy, efficiency and high standards of governance in collaboration with the Enterprise Leader, Campus Operations Manager, Finance Department, and local Heads of Department.
- Manage purchasing processes and ensure regulation compliance with regard to maintenance of the Conference Centre, stores, office supplies, insurance, cleaning, and other central services as assigned.
- Collaborate with the Campus Operations Manager to support procurement administration: quote/tender compliance, timely raising of requisitions, ensuring purchase orders are correctly coded, directed to appropriate authorisers, prompt GRNing, and regular PO/GRN review/housekeeping. Prepare financial reports and accruals, as required.
- Act as the main point of contact for campus-related Finance queries, in collaboration with the Campus Operations Manager.
- Provide staff training on the use of Integra (e.g., requisitioning, GRNs, expenses).
3. Conference Centre Co-ordinator
- Support the effective management of the Conference Centre at the Teagasc Ashtown Campus, in collaboration with the Campus Enterprise Leader and Campus Operations Manager.
- Manage the operational support for all Teagasc-led and external events on-site, ensuring seamless execution in consultation with the Campus Operations Manager.
- Conference Centre duties will include liaising with event hosts, leading pre-conference planning room set-up, IT systems, event materials, financial co-ordination, problem-solving, and producing post-event reports and recommendations.
4. Cross-Campus Engagement & General Duties
- Attend and contribute to meetings as required which include on and off-site meetings .
- Fully co-operate with all health, safety, and welfare procedures in accordance with the Safety Statement and legal obligations.
- Such other duties as assigned from time to time, including the provision of support to other administrative areas on the Ashtown campus, as required.
Other duties
- To assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan.
- To actively participate in the annual business planning and Performance Management Development System (PMDS) processes.
- Fully co-operate with the provisions made for ensuring the health, safety and welfare of themselves, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations. This includes full compliance with the responsibilities outlined in the Safety Statement.
- Any other duties as may be assigned from time to time
- This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post holder.
- A level 8 degree, (as recognised on the National Framework of Qualifications or equivalent), in business administration or a related discipline.
AND
- A minimum of 3 years relevant administration experience to include management of resources e.g. finance and staff or facilities.
- A postgraduate degree and/or experience in Business/Administration/Finance would be a distinct advantage.
- Public Service Administration experience
- Computer literate with proficiency in MS Word, MS Excel, MS PowerPoint and Outlook.
- Excellent administration, organisational, time management, and numeracy skills
- Strong oral and written communication skills.
- Analytical and problem-solving skills
- Strong attention to detail with an ability to check own work.
- Knowledge and experience of budgeting, financial reporting, and procurement policies and processes.
- Experience in managing teams and overseeing events
- Infrastructure/facilities management experience.
- Proven track record of successfully dealing with competing priorities and deadlines
- Good understanding of Teagasc’s organisational structure together with an appreciation of the Public Sector and how it works.
- Understanding of relationships with stakeholders and government departments.
- Experience of client relationship management
- Knowledge of MS Access, DMS and Integra system
- A structured approach to work with an ability to work in a confidential environment.
- An ability to work on own initiative with a strong commitment to teamwork.
- Proven ability to foster and manage a collaborative work environment
- Proven ability to demonstrate professionalism, empathy, and integrity in all interactions.
- Organised and methodical
- Self-motivated with an ability to plan and prioritise work by importance and urgency.
- A proactive, solutions-focused approach to work.
- Flexibility with an ability to adapt to changing requirements/priorities.
- Ability to work to strict deadlines.
- High degree of honesty and integrity.
- Ability to set clear standards and prioritise tasks in a multi-functional environment.
- As the internal and external point of contact for all campus functions and events, the successful candidate will exhibit a high level of professionalism, approachability, and efficiency.
As this role will involve driving Teagasc fleet vehicles, candidates must hold a valid full clean Irish, EU/ EEA or International driving licence (permit) applicable for the fleet vehicle(s) required for the role. Candidates must comply with the driving licensing requirements of the Irish State, satisfy and continue to satisfy during employment with Teagasc, legal requirements to drive on the fleet unaccompanied.
Note: The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.
