THE ROYAL IRISH ACADEMY IS IRELAND'S LEADING BODY OF EXPERTS IN THE SCIENCES AND HUMANITIES

The Royal Irish Academy/Acadamh Ríoga na hÉireann champions research. We identify and recognise Ireland’s world class researchers. We support scholarship and promote awareness of how science and the humanities enrich our lives and benefit society. We believe that good research needs to be promoted, sustained and communicated. The Academy is run by a Council of its members. Membership is by election and considered the highest Academic honour in Ireland.

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Senior Executive Assistant 9-month FTC with a view to extension

31 January 2020

The Academy is seeking applications to fill the position of Senior Executive Assistant. 

About the Academy

Established in 1785, the Royal Irish Academy is Ireland’s leading body of experts in the sciences, humanities and social sciences.  The Academy is an all-island independent forum that brings together the worlds of academia, government and industry, to address issues of mutual interest, through our major outreach events and legacy projects.  Drawing on our Members’ expertise, we make a significant contribution to public debate and public policy formation on issues in science, technology and culture. We lead important national research projects, particularly in areas relating to Ireland and its heritage. In addition, the Academy represents the world of Irish learning internationally, maintains and enhances a unique globally recognised library and is a leading academic publisher.

About the role

Job Title:                    Senior Executive Assistant

Department:              Programmes and Administration

Reporting to:              Head of Programmes and Administration

Purpose of Role to:   Provide a dedicated administration, event management and support service to the Programmes and Administration Unit

This role requires excellent administrative, event management and people skills, with the ability to communicate clearly and enthusiastically internally across the Academy and with a broad range of external stakeholders. You will be a team player with a positive professional approach, be highly organised, deadline driven and a multi-tasker with a cando attitude. You will have the ability to be discreet and maintain confidentiality and work flexibly in a fast-paced environment.

Key Accountabilities

General

  • Provide a range of administrative support to the Programme and Administration Department
  • Supporting the work of the Academy Multidisciplinary Committees
  • Assist with the organisation of Academy events, conferences and lectures (compiling mailing lists, managing registration and attendance lists, badge preparation, on the day support)
  • Liaise effectively with Academy Members, Management boards, committee members and assessors
  • Communicate effectively with other Academy departments including Services, IT and Communications
  • Accessing and managing confidential databases, records and correspondence relating to the work of the Academy 
  • Providing administrative support to Board meetings and Academy committees including drafting minutes and agendas and following up on actions.
  • Assist with the delivery of projects undertaken by the unit as they arise
  • Assist with the preparation of publications both paper and electronic
  • Dealing with enquiries in a timely manner by phone and email from members of the public and staff
  • Undertake any other duties as deemed appropriate by the Line Manager within the scope of the role.

Role-specific

  • Preparing board papers for Council and Executive Committee Meetings
  • Writing minutes for Council and Executive Committee Meetings
  • Assisting with Stated General Meetings
  • Providing PA services to President and Executive Secretary
  • Diary management, restaurant, flight and accommodation bookings
  • Reconciling Credit Card statement with receipted expenses monthly
  • Logistical support for Discourse programme

Person Specification

Essential Criteria

  • Minimum three years’ experience in a similar role.
  • A secretarial or administrative qualification to certificate or diplomate level
  •  Excellent organisational and problem-solving skills with proven ability to prioritise work and meet deadlines.
  • Ability to identify and implement effective and efficient processes and procedures to enhance the working environment.
  • Excellent oral, written and interpersonal communication skills, with an ability to work in an approachable and respectful manner with people at all levels across the Academy.
  • The ability to be discreet and maintain confidentiality.
  • Demonstrable experience of working on own initiative as well as part of a team.
  • The ability to work flexibly and to adapt in a developing and changing work environment
  •  role
  • Experience in the use of databases and/or Customer Relationship Management (CRM) systems
  • Excellent IT skills including Windows/Outlook/MS Word/Excel

Desirable Criteria

  • Proficiency in Irish
  • Experience of project and/or event management
  • Experience working in an educational setting

Salary

The salary shall be in line with the SEAS scale (€31,352– €39,277) in line with the Financial Emergency Measures in the Public Interest Act 2013.  The rate of remuneration may be adjusted from time to time in line with Government pay policy.

Hours of Work

 The normal hours of work are 37 hours per week as follows: -

Monday to Thursday

9.00 a.m. to 5.30 p.m.

with one hour for lunch

Friday

9:00 a.m. to 5:00 p.m.

with one hour for lunch

 

Hours of work may be adjusted from time to time in line with government policy.  Some flexibility around working hours will be required in response to the varying demands of the role.

Leave

The annual leave entitlement is 22 days per annum, pro-rata for shorter periods. Entitlement to leave for Public Holidays is in accordance with the terms of the Organisation of Working Time Act 1997.  There is a requirement to take up to four days annual leave where the Academy is closed at Easter and Christmas.

Medical

 Staff shall, if required, and at the expense of the Academy, submit to a medical examination by a registered medical practitioner nominated by the Academy and shall authorise such medical practitioner to disclose and to discuss with the Academy the results of the examination and the matters which arise from it so that the Academy can ascertain any matters that they consider might impair a staff member from properly discharging his/her duties.

Pension

Details of the appropriate pension scheme will be provided upon determination of appointee’s status.

Permanent Pension Contribution

 This appointment is subject to the Additional Superannuation Contribution (ASC) effective from the 1st of January 2019.

Application Process

Completed applications consisting of one electronic copy (with all 3 documents contained in one WORD DOCUMENT file) must be submitted to Ioana Marcu, i.marcu@ria.ie in the order as set out below: -

  1. A brief cover letter.
  2. A statement demonstrating how you meet the requirements for the post (400 words max).
  3. A curriculum vitae summarising your qualifications and relevant experience (max. 3 pages).

Should you choose to send applications by post, please ensure that proof of postage is obtained and sufficient time for receipt of application before the closing date is allowed.

Applicants will be shortlisted on the basis of information provided in their application.

Closing date

The closing date for applications is 12 noon on 19 February 2020.  Late applications will not be considered. 

Referees

Referees will be contacted with your permission, should an offer of employment be pending. As you will be required to furnish a list of three referees before interview, it would be helpful if you could notify your referees that the Academy may be contacting them directly.

Interviews

Interviews are expected to take place on week commencing 24 February 2020 at Academy House.

The Royal Irish Academy is an equal opportunities employer

 

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