Administration Officer

Salary:  Admin Grade 2 with a Salary Scale of €29,797 to €46,949 Basic Function:

The role of administration is critical to ensuring that the highest level of quality customer service is applied consistently to all its clientele and stakeholders. As key members of the overall advisory team Administrators support the delivery of the Advisory Region’s annual business plan goals and objectives

Background:

The Teagasc national advisory service consists of a network of 52 offices across 12 Advisory Regions that deliver a professional service to over 42,000 farming clients. The service provided ranges from knowledge transfer, education, and sustainability to enabling clients to optimise their utilisation of EU and national agriculture programmes, schemes and governing legislation.

Job Objectives

• Provide general administrative assistance and support to the Regional Manager, Staff Officer and Advisors within the advisory office and other offices within the Regional structure. 
• Operate within a front office environment utilising Client Relationship Management system (CRM), Client Billing Module (CBM) system and client data management on Document Management System (DMS)
• First point of contact to the public and the Advisory Service clients to manage queries, appointments, general reminders and follow up on all front office enquiries in line with Teagasc Customer Service Charter.
• Utilise various Information Communication Technology systems to manage and co-ordinate Advisory Service communication channels such as Skype, Text Messaging, Zoom, Web SharePoint, Social Media platforms, etc.
• Support the advisor(s) in assessing the annual client contract as they fall due each month in terms of client interactions and maintaining each client account details.
• Collection and receipting of client contract and service payments.
• Provide administrative support to the organisation of local and regional activities, publications and public relations that ensures the continued high profile to Advisory Service. 
• Assist the various agriculture Scheme(s) and Education courses that are delivered within the office &/or region that includes facilities set-up, data entry, registration and progress reports.
• Attend staff meetings. At times represent and/or collaborate on behalf of administration at national meetings, working groups, committees, etc as the role evolves.
• To assist management and administrative staff in achieving good governance and risk management through co-operation and adherence to all procedures and practices including GDPR.
• To assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan.
• To actively participate in the annual business planning and Performance Management Development System (PMDS) processes.
• To fully co-operate with the provisions made for ensuring the health, safety and welfare of oneself, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations, including full compliance with the responsibilities outlined in the Safety Statement.
• To carry out other duties as may be assigned from time to time.

* 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 Requirement

Qualifications

• A Level 5 qualification in a related discipline or passed an examination at the appropriate level within the National Framework of Qualifications or equivalent which can be assessed as being comparable to Leaving Certificate standard or equivalent
• At least 1 years administrative experience or a related discipline.
• Computer skills training e.g. ECDL/MOUS

Desirable

Any 3rd Level Qualification in Business, Finance, or related topics

A commitment to ongoing personal and professional development.

Knowledge/ Skills

• Computer literate with a proficiency in MS Word, MS Excel, MS PowerPoint and Outlook.
• Strong oral and written communication skills.
• Good organizational and time management skills.
• Strong administrative and numeracy skills.
• Excellent attention to detail.
• An understanding of the public sector and it works.
• An understanding of Teagasc, its functions and Advisory Service clients.

Behavioural Competencies

• A structured approach to work with an ability to work in a confidential environment
• An ability to work on own initiative and to work collaboratively with others
• Organized and methodical with strong attention to detail.
• Self-motivated and ability to plan and prioritise work by importance and urgency.
• A positive, proactive solutions-focused approach to work.
• Flexible with an ability to adapt to changing requirements / priorities.
• Ability to work to strict deadlines.
• Strong oral and written communication skills with keen attention to detail
• High degree of honesty and integrity.
• Self-disciplined with an ability to set clear standards and to take a quality customer service approach to work.
• Commitment to teamwork and collaborating with colleagues as per our Teagasc Together ethos.

Other

Candidates will ideally satisfy legal requirements to drive unaccompanied on Irish public roads

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