Teagasc Hiring For College Staff Officer, Administration Grade at Dublin, County Dublin Full Time

College of Amenity Horticulture, Teagasc, National Botanic Gardens, Glasnevin, Dublin 9, D09 VY63

Salary: Admin Grade 3 with a Salary Scale of €33,812 to €56,127

Administration Permanent Full Time

Closing Date: 11/10/2023 Closing Time: 12:00

Job Summary

Duration:
Permanent . A panel may be formed from which future similar vacancies may be filled; such a panel will remain active for a maximum period of 12 months

Basic Function:
The Staff Officer plays a vital role in the successful running of the College. Reporting to the College Principal, the Staff Officer is responsible for a range of administration duties across all college activities.

Background:
The College of Amenity Horticulture is located in the beautiful surroundings of the National Botanic Gardens, Glasnevin, Dublin 9 providing students with a unique training opportunity. A total of 17 staff deliver the full-time and part-time horticultural programmes across the academic year to over 200 students. Teagasc staff work in conjunction with colleagues at the Ashtown, Dublin 15 campus for the delivery of student skills and practicals. Graduates of courses on offer at the college contribute to many sectors of the horticulture industry such as landscape design and construction, garden centres, parks, estate gardens, grounds maintenance and greenkeeping. For more information on the College visit www.teagasc.ie/education or on our social media pages.

In addition to the basic salary, outlined above, a Staff Officer allowance is applicable to this post. The current value of this allowance is €3,368.

Job Objectives

Main Duties and Responsibilities:
Support and Assist the College Principal

Assist and support the College Principal in the effective operation of the College

Assist in the preparation and implementation of the College Business Plan and ensure that it reflects the strategic position for the administration functio

Assist in the preparation and implementation of all College policies.

Assist the College Principal with the production of reports for KT Management/Head Office as and when required.

Staff Management and Development

Allocate administrative support duties to administrative staff within the College

Coach, manage and develop the administrative team, ensuring effective communication within the team

Process SML’s forms

Assist new staff members with induction and setting up with IT systems

Administer and monitor staff travel/subsistence claims, annual and sick leave recording

Plan, organise and facilitate regular meetings with administrative team including relevant training.

Financial Management

Complete the preparation and allocation of the College budget in consultation with the Principal to include mid-year review, year-end projections and budget forecast

Process month end returns such as income and expenditure accruals.

Support the Principal in analysing budget variances and reporting as part of Teagasc monthly financial reporting.

Initiate, administer and monitor financial management and budgetary control systems.

Assist with audit procedures including liaison with Internal Auditor and C&AG auditors.

Raise and manage purchase orders in line with Teagasc Accounts Payable procedures to include adherence to purchasing and procurement legislation.

Monitor receipting and lodgement of money each month and associated financial controls

Ensure adherence to procurement regulations to include updating of OGP contracts, seeking quotations and co-ordinating tendering process.

Ensure Fixed Assets Register is maintained and updated.

Administration Management

Ensure administrative best practices are being followed in the college.

Lead and/or contribute to developing and implementing recommendations on how to improve the office reception and layout.

Review administrative operational effectiveness, identify and implement appropriate solutions.

Ensure a high standard of quality customer service to students and stakeholders.

Promote, implement and ensure adherence to HR, ICT and Finance regulations and initiatives.

Monitor and maintain Online Application system and process all other applications with administration team.

Ensure accuracy and integrity of all data entered on IT systems such as Quercus / EMS / AMS / SML / CORE.

Co-ordinate the hardware and software ICT requests and requirements on behalf of the College staff.

Organise College publicity events and materials.

Attendance at National Staff Officer, Buyers and other meetings as and when required, to participant on action based groups when required.

Ensure the efficient use of Teagasc resources (equipment and office supplies etc) in the college.

Administer support for all educational/training programmes at the college including student applications and records.

Liaise with National Botanic Gardens management in relation to Teagasc events, building facilities, student facilities, waste management and other tenancy issues as they arise.

Promote college courses through advertising, Higher Options, other venues.

Support administration team with Reception duties.

Ensure provision made for sub- contractors to function smoothly with clear document management procedures.

Education Programme Development Administration – Horticulture Apprenticeship and SETU Level 7 and Level 8 Programmes

Assist in the planning, organisation and review of programme events and activities

Update Teagasc public site and WTnet with relevant and up-to-date information on programmes

Manage information – set up information and management systems including designing methods of data storage, training staff and customising reports

Co-ordinate and lead the social media and public relations activities associated with the various programmes

Other

To assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan.

• This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post holder.

Skills Required

Essential

Desirable

Qualifications

At the time of applying, candidates must have

QQI Level 5 qualification or have passed an examination at the appropriate level within the National Framework of Qualifications (NFQ) which can be assessed as being comparable to the Leaving Certificate standard, equivalent or higher.

At minimum of 1-2 years’ relevant administrative experience

Level 6 or greater qualification in business management or related

Accounting Technician qualification highly desirable

Computer Skills training e.g.: ECDL / MOUS Business / Administration / IT Skills qualification

Knowledge/Skills

Highly proficient in Microsoft Word, Excel, Access, PowerPoint and Outlook.

Excellent oral and written communication skills

Excellent organisational and time management skills

Planning and leadership skills

Knowledge of the range of course offered at the College

Knowledge of the management of financial procedures relating to college activities

Strong skills in administrative processes with meticulous record keeping ability

Previous experience of working within a college/education function

Behavioural Competencies

Ability to adopt a structured approach to work

Excellent attention to detail and ability to check own work

Commitment to teamwork and collaborating with colleagues as per our Teagasc Together ethos

Organised and methodical with strong attention to detail.

Self-motivated with an ability to plan and prioritise work by importance and urgency

Ability to organise promotional material and functions for College marketing

Proven track record of successfully dealing with competing priorities and deadlines

A positive, proactive solutions-focused approach to work.

Flexible with an ability to adapt to changing requirements / priorities.

Self-disciplined with an ability to set clear standards and to take a quality customer service approach to work.

Other

As this role may involve travel between Teagasc centres candidates will ideally satisfy legal requirements to drive unaccompanied on Irish public road

Note: The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.

Note: Alternative location(s) may be considered solely at the discretion of Teagasc management.