Job Title: Administrator (Permanent)
To provide a range of administrative activities in support of the Skill Centres & Squads as required
Reporting to the Head of Finance and Business Operations your key responsibilities will include (but not limited to):
Support business processes and procedures, e.g. Annual Brand Plans, Business & Budget Reviews, MAP, ZINC, GRACE (contract management), GSD’s (Grants, Sponsorships & Donations), CRM.
Contracts; Prepare all relevant contracts for the Skill Centres & Squads, manage documentation and archiving according to company policy. Uploading of contracts to GRACE and tracking thereof. For HCP/non-direct support ensure contracts are created and tracked to payment and closed accordingly.
GSDs; provide administrative support for the GSD process and ensure the compliant processing of GSDs and participate in GSD team meetings, as required, with regular tracking of the budget summaries.
Event Management; Co-ordinate & manage logistics for internal and external meetings and international meetings if required (and/or any other events outside the Medical Education & Events Executive’s brief). e.g. Skill Centre meetings, Squad meetings, some HCP/nurse meetings/events.
Pro-actively manage the Administration group mailbox and overall workload with the rest of the administrators
Purchase Orders; Generate and monitor progress of purchase orders from request to approval.
Document Management; Maintain COREMAP compliant documentation & upload documents to TouchPoint
Provide reception cover on a rota basis.
Maintain and update Skill Centre pages and update information in consultation with the relevant stakeholders.
Take personal responsibility for maintaining high ethical standards and operating in compliance with local and global policies.
Relevant third level qualification is desirable and 2-3 year’s experience in a comparable role.
Previous experience working in an agile culture is desirable.
Strong communication and interpersonal skills combined with sound judgment are required to facilitate work with a wide range of individuals and groups.
Demonstrated capability and sensitivity to manage key business relationships as the role involves a high degree of interaction and collaboration with key stakeholders.
Self-starter with high motivation and the ability to work flexibly on own initiative and as part of a team to achieve goals within agreed timeframes.
Strong writing skills with experience in drafting and preparing reports, letters, presentations etc.
Ability to manage time and prioritise with an ability to be flexible in the approach to work.
Proven organisational capability and high levels of personal effectiveness. The person is expected to handle a varied and diverse workload to meet deadlines while ensuring accuracy, timeliness and meticulous attention to detail.
Strong intellectual, analytical and thinking skills.
Strong IT capability, in particular, advanced MS Excel, Word & Outlook skills, and the ability to work efficiently with multiple systems of information.
Bonus: Annual Bonus Scheme with a bonus target opportunity of 10%
Holidays: 25 per year (increases with length of service);
VHI: Company Plan Plus Level 1 for employee, spouse and dependents;
Pension: Defined Contribution Scheme
Working Hours: 35 Hour working week (Flexible Working Policy);
Lunch: Provided by the Company daily allowance of €8.50.