Marine Institute, Oranmore, Co. Galway, Ireland.

Transcription

1 Position Contract Service Group Location Marine Institute Job Description Facilities Programme Administrative Support - Clerical Administrator [Part-Time working 9:30am 1:30pm Monday to Friday inclusive] Specified Purpose Contract for a duration up to the 31 st December 2021 Corporate Services (CS) Marine Institute, Oranmore, Co. Galway, Ireland. Brief description of the Marine Institute: The Marine Institute is a non-commercial semi-state body, which was formally established by statute (Marine Institute Act, 1991) in October Under the Act, the Marine Institute was given the responsibility: to undertake, to co-ordinate, to promote and to assist in marine research and development and to provide such services related to marine research and development, that in the opinion of the Institute will promote economic development and create employment and protect the marine environment. The Marine Institute is the national agency responsible for marine research, technology, development and innovation (RTDI). The Marine Institute seeks to assess and realise the economic potential of Ireland s 990,000 km 2 marine resource; promote the sustainable development of marine industry through strategic funding programmes and scientific services; and safeguard the marine environment through research and environmental monitoring. The Institute works in conjunction with the Department of Agriculture, Food and Marine (DAFM) and a network of other Government Departments, semi-state agencies, national and international marine partners. The vision of the Marine Institute is a thriving maritime economy in harmony with the ecosystem and supported by the delivery of excellence in our services. In order to achieve this vision, the MI has six service areas; (1) Ocean Science and Information Services, (2) Marine Environment & Food Safety Services, (3) Fisheries Ecosystems Advisory Services, (4) Irish Maritime Development Office, (5) Policy, Innovation and Research Support Services, and (6) Corporate Services. The Marine Institute 5 Year Strategic Plan (2018 to 2022) is available on; Ocean Wealth (HOOW) is Ireland s Integrated Maritime Plan (see HOOW sets out a roadmap for the Government s vision, high level goals and integrated actions to enable Ireland s marine potential to be realised. As part of the implementation of HOOW, the Government published in 2017 the National Marine Research & Innovation Strategy CS / Job Description Facilities Administration Support / Dec 2018 Page 1 of 5

2 Description of Corporate Services: Corporate Services (CS) Corporate Services includes Finance; Human Resources; Facilities and Services; Communications and Library & Information Services as well as Corporate Governance, Procurement, Tendering & Contracts Management. These teams provide vital supports to each of the Marine Institute teams country wide, helping to deliver a consistent and high quality service in line with the strategic objectives and priorities of the Institute. Summary of the Role: The part-time Facilities Programme Administrative (CA) role will provide a range of supports to the Corporate Services group and Facilities Manager in particular. Activities will include supporting the Facilities Manager with general office administration; assisting with the co-ordination of facilities operations; supporting the site in terms of procurement processes; Reception and Stores Cover, in addition to assisting Corporate Services with GDPR compliance and related activities. Principal Tasks: The Clerical Administrator will be responsible for delivery of the following: General Facilities Administration Office layout tracking & updates. o Track and update information on Oranmore facility/desk report. Updating Facilities Intranet pages & Electronic information board. o Liaise with IT Operations and update Facilities information of Electronic Information Board. o Update intranet for all Facilities related pages. Assist with annual Energy reporting / consumption data. o Act as back up and have knowledge of SEAI annual reporting. o Compile data on energy statistics monthly/annually for consumption from all sites as necessary. Filing & upkeep of Facilities maintenance service reports o Scan and file Facilities service reports following maintenance visits o Track service requirements from reports Facilities Operations Cleaning o Daily liaison with cleaners. o Monthly Audits & liaison with Accounts Manager. o Act as first contact for issues with the building/creche/kitchen. o Arrange ad hoc deep clean requirements. o Tracking of monthly rug cleans & quarterly deep cleans of creche and kitchen. General Services o Act as first contact for uses within the building/creche in regards to Pest Control & Sanitary bins. o Contact service provider as issues arise. CS / Job Description Facilities Administration Support / Dec 2018 Page 2 of 5

3 Reception & Stores Cover Daily Reception lunchtime cover as well as holiday, sick leave and meeting cover. Meet & greet visitors, manage incoming calls, general Reception duties. Provide cover for Stores, both planned and unplanned. Procurement Raising Facilities Purchase Orders (PO s). Source quotations for service provision as required by the Facilities Manager. GDPR/Compliance Responsibility for assisting with the tracking and processing of CS (Finance/HR/Facilities) data retention and disposal procedures. Represent the Facilities Team on the Health & Safety committee as required. Assist with Health & Safety risk assessments / audits. Any other duties appropriate to the role and grade as required from time to time Reporting Structure: The successful candidate will be based at the Marine Institutes Oranmore Headquarters and will report to the Facilities Manager and / or whomever the Director of Corporate Services deems appropriate. Contacts: Within the Marine Institute: Facilities Manager, Director, Managers and Teams in Corporate Services, MI staff, researchers and Directors, Managers and teams across the Marine Institute. Outside the Marine Institute: Facilities service providers, the general public including local businesses, International research organisations, universities, colleges and Government Officials. Education, Professional or Technical Qualifications, Knowledge, Skills, Aptitudes, Experience, and Training Essential: Educated to leaving certificate level or equivalent. Experience working in a busy Reception & office environment, ideally including providing Facilities support. Highly organised with excellent administration skills and attention to detail. Demonstrated experience in supporting financial administration, to include invoice reconciliation, budget tracking and updating. Previous experience liaising with service providers and suppliers. High levels of I.T. skills to include Microsoft Word, Excel, PowerPoint, Outlook and database skills. Some knowledge or experience of updating websites and / or intranets. The ability to work unsupervised. CS / Job Description Facilities Administration Support / Dec 2018 Page 3 of 5

4 Desirable: Demonstrated ability to use initiative. The ability to communicate effectively both in writing and verbally at all levels. Ability to multi-task and manage time effectively. Experience working within a team while being able to progress work independently when required. Third level Certificate or Diploma in an administration related subject. Knowledge / experience in public procurement. Experience working in office/ Facilities coordination role to include liaising with cleaning/maintenance services providers. Knowledge of Health & Safety and Risk Assessments. Experience of Energy / Sustainability within the workplace. Full driving licence. Special personal attributes required for the position: An ability to work in an organised manner and progress work independently. Dynamic and reliable. Self-sufficiency, while being a good team player. Good interpersonal skills. Proven collaborative skills including team working. Strong written and verbal communication skills. Resilient with the ability to work well under pressure when faced with multiple deadlines. Ability to resolve issues constructively before conflict arises. Salary: Remuneration is in accordance with the Public Sector, Department of Finance approved Salary Scale for the Clerical Administrator (CA) with a starting salary of 23,338 per annum pro-rated with time worked. You will become a member of the Single Public Service Pension Scheme. Annual Leave: Annual leave entitlement for a Clerical Administrator is 22 working days per annum pro-rated to reflect time worked. Annual leave entitlements are exclusive of Public Holidays. All leave must be approved in advance in line with Marine Institute leave policies, by your manager or their authorised representative. Duration of Contract: A Specified Purpose Contract for a duration up to the 31 st December 2021 will be issued for this role. The successful candidate will be on probation for the first six months of this contract. How to Apply: A C.V. and letter of application, summarising experience and skill set applicable to the position should be ed to recruitment@marine.ie or posted to Human Resources at the Marine Institute, Rinville, Oranmore, Galway. All correspondence for this post should quote reference CS/FAC-CA/Dec 2018 CS / Job Description Facilities Administration Support / Dec 2018 Page 4 of 5

5 Closing date for applications. All applications for this post should be received by the Marine Institute in advance of 12 noon on Monday January 7 th Please note that late applications will not be accepted Use of Data - all personal data and the information submitted for this application will be used solely for the purpose of this campaign, after which it will be deleted in line with our data and documents policy. All information will be treated with the strictest confidence and accessed only by those involved directly in the campaign. The Marine Institute is an equal opportunities employer CS / Job Description Facilities Administration Support / Dec 2018 Page 5 of 5