Corporate Services Administrator

Job title: Corporate Services Administrator

Division: Corporate Services

Updated: April 2023

Reports to: Respective Function manager

Grade: Level C

Status: Full Time, Permanent

No. of Positions: 4

Ref: 01-23

Location: Santry, Dublin/hybrid

Job Overview

Working as part of the administration team Corporate Services Administrators may contribute to the support of the Facilities; Quality and Risk; Marketing and Communications; Legal and Compliance / Records Management, or wider Corporate Service functions to ensure the smooth operation of the overall Division. The Corporate Services function has undergone a recent restructure, and the specific reporting lines and areas of responsibility will be agreed with the successful candidate(s) identified through this selection process in due course.

Key Tasks and Responsibilities

• Provide effective administrative support to the relevant Corporate Services teams in all aspects of their work within the wider Corporate Services function. 
• Support, where possible the development and implementation of the various strategic projects within the pillars relevant to the Corporate Services Division.
• Support the planning and coordination of events within strict timelines.
• Attend, on occasion, public/media events in line with NSAI’s communications plan.
• Compile and prepare reporting material for quarterly reports and departmental meetings.
• Monitor all relevant correspondence and maintain relevant registers to ensure queries and action items are addressed in a timely manner.
• Assist with the facilitation of the NSAI Health and Safety committee ensuring all administrative tasks are completed within required timelines.
• Maintain various health & safety processes, procedures and supporting documentation.
• Provide support to colleagues operating NSAI’s complaints and appeals procedure.
• Ensure relevant quality management procedures are uploaded and maintained on NSAI’s in-house Q-Pulse database.
• Ensure relevant governance, compliance and reporting information requirements are maintained on NSAI website and other media as required.
• Raise Purchase Requisitions/Purchase Orders as required, and ensure follow-up where necessary with Finance Unit staff, vendors/sub-contractors etc. 
• Attend departmental meetings as needed and record minutes ensuring all action items arising from these meetings are followed up on. 
• Assist with projects related to the effective operation of the Corporate Services function.
• Maintain, monitor and update the various databases and shared document repositories used by the Division.
• Any other administration duties as required.

*Please note, a number of posts will be filled within the Corporate Services Division by way of this competition. Successful candidates may be placed in one of the following posts: 

• Facilities Administrator – Level C 
• Records Management Administrator – Level C 
• Marketing & Communications Administrator – Level C
• Board Secretariat Administrator – Level C 

Please note, a panel of candidates deemed appointable may be formed on foot of this competition, and additional candidates may be drawn down from same to fill consequential vacancies arising within NSAI.

Qualifications and Experience

Essential

• Minimum of 3 years’ experience in an administration role. 
• Understanding of project management principles underpinned by relevant experience at administrator level in delivering objectives in a busy corporate environment.
• Strong time management, organisational skills and multi-tasking skills.
• Proven ability to work with staff and managers at all levels, as well as external vendors and subcontractors.

Desirable

• 3rd level qualification in a relevant field.
• Strong knowledge of business information systems.
• Working knowledge of quality management principles and systems
• Experience working with databases or web-based applications with a high level of attention to detail. 

Technical Competencies

• Computer literate with a high-level knowledge of PC packages, i.e. Outlook, MS Teams, Word, Excel, PowerPoint and other administrative software systems
• Experience of building relationships and networks and communicating with various departments within the organisation.
• Strong IT, reporting and presentation skills.
• Ability to relate well (verbally & written) with both internal and external stakeholders and to work as part of a diverse team.

Core Competencies

• Excellent communication, influencing and interpersonal skills.
• Ability to manage high workloads and conflicting priorities.
• Collaborative working style with a strong emphasis on flexibility and teamwork.
• The ability to work on own initiative using sound judgement, discretion and have a common-sense approach to dealing with issues. 
• Proven ability to work as part of a team.

Principal Conditions of Service Remuneration: Level C Contributory Pay Scale: €27,564 (Min), €53,196 (Max), €54,931 (LSI1)*, €56,679 (LSI2)*.Level C

Non-Contributory Pay Scale: €26,296 (Min), €50,672 (Max), €52,304 (LSI1)*, €53,945 (LSI2)*(only applicable for relevant category of Civil/Public Servants).

*Please note this increment is applicable after 3 years’ service on the previous point All appointments are made in accordance with Department of Finance and Public Expenditure and Reform guidelines.

Salary implications for existing Civil/Public servants should be queried with HR Unit, NSAI.

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 23 working days rising to 24 days after 5 years, 25 days after 10 years, 26 days after 12 years and 27 days after 14 years. 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 permanent basis. The appointee must serve a probationary period, which lasts for 12 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 NSAI Santry, Northwood with hybrid working option available.

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.