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Vacancy: Services Officer

03 March 2020

The Academy is seeking applications to fill the position of Services Officer (Permanent Post).

About the Academy

The Royal Irish Academy (RIA), established in 1785, 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:                      Services Officer

Department:                 Facilities

Reporting to:                Facilities Manager

Key Purpose of Role:  Provide comprehensive general facilities support to the Academy Facilities Unit and the Academy, dealing proactively with all matters.

The Services Officer will be involved in three main areas of work as follows: -

Security

  • Opening/closing of Academy House.
  • Security check of Academy House each evening on closing
  • Operation and routine monitoring of security systems (activating and deactivating alarms (including smoke alarm), CCTV monitor, etc.) and fire alarm and panels
  • Completing building checks as/when required
  • Identify and undertake general maintenance tasks as required for Academy House & St Ann’s House
  • Ensure safeguarding of items legitimately left at reception, otherwise dispense to relevant personnel as efficiently as possible.

Reception & Switchboard

  • Provide efficient and professional cover at reception (when receptionist is absent) during opening hours: receiving and directing visitors, managing the switchboard, answering queries, arranging couriers etc
  • Ensure all visitors sign the visitor book and maintain log
  • Sorting of incoming mail, sorting and franking of outgoing mail.  Maintaining accurate log of all incoming and outgoing mail, parcels, registered post or delivered items.
  • Monitoring meeting room booking requirements and together with receptionist conduct a weekly confirmation check on all rooms booked by internal and external stakeholders, forward check report to Facilities Manager
  • Servicing meeting rooms
  • Dealing with deliveries and dispatches
  • Maintain log of food and wine delivery for the Academy and Academy events

Maintenance and Manual Handling

  • Arrangement/re-arrangement of furniture in Academy buildings as required for meetings/events and functions.
  • Waste management- ensure waste being removed on regular basis
  • Lifting/moving stock as required (e.g. publications, stationery etc.)
  • Periodic checks and reporting in respect of; Heating leaks, sewage blocks, loose wiring, general state of repair(s), general inspection of front and rear of the building
  • Executing all minor repairs and servicing
  • Maintain a logbook to note action by maintenance personnel and follow-up action required

General

  • To attend training as appropriate and to keep all necessary skills up to date
  • To assist at Academy functions, which may be outside of normal working hours
  • To liaise with OPW or their agents when on site
  •  To strictly adhere to the Academy’s Safeguarding and all internal Policies and Procedures.
  • General administrative duties as apply to the role
  • Other duties as assigned within the scope of the role

Person Specification

Essential Criteria

  • Three years recent work experience in a security/services role ideally with a valid PSA licence
  • Up to date knowledge of manual handling and manual handling training (Certificate in Manual Handling)
  • Very good verbal and written English
  • Basic IT & Telephone skills i.e. ability to use a PC/Switchboard/Laptop.  Training will be provided
  • Good organisational skills with keen attention to detail
  • Very good general knowledge/knowhow around DIY
  • Excellent communications skills with the ability to engage collaboratively with staff, Academy members, key stakeholders and the general public
  • Display a collegial and respectful manner with all staff, management and general public at all times.
  • The ability to take instruction and use initiative as/when required
  • The ability to be self-motivated and prioritise tasks
  • Demonstrable ability to be flexible and work to deadlines

Desirable Criteria

  • Hold a current Health & Safety certificate
  • Hold a current first aid certificate

Salary

The salary shall be €24,380- €31,352 in line with the Executive Assistant scale.  Salary is non-negotiable 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 with additional hours as required to cover some evening events. This post is eligible for overtime for any hours outside of normal working hours.

Monday to Thursday

10.00/11.00-18.00/19.00

with one hour for lunch

Friday

10.00 to 18.00

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 two 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 PDF file) must be submitted to Ioana Marcu i.marcu@ria.ie in the order as set out below: -

An incomplete application will be rendered void.

  1. A brief cover letter.
  2. A statement demonstrating how you meet the requirements for the post (max 500 words).
  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 prior to 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 Monday 23 March 2020, at 12 noon.  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 3 referees prior to 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 Monday 30 March 2020.

Commencement date

Ideally, the successful candidate will be available to commence this role by 11 May 2020.

The Royal Irish Academy is an equal opportunities employer

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