Administrative Officer

The Role Maynooth University is committed to a strategy in which the primary University goals of excellent research and scholarship and outstanding education are interlinked and equally valued. We are seeking to fill the position of The Department of History Administrative Officer (AOII).The role of Administrative Officer encompasses the broad range of activities associated with a busy and thriving academic department. The successful candidate will report directly to the Head of Department. The role will involve the provision of high-level administrative support to some 19.5 teaching staff, alongside occasional staff, undergraduate and postgraduate students, and postdoctoral researchers. The role involves interaction with other University units, external institutions, services and providers, and guest tutors and researchers.

Principal Duties Administrative and other duties: This will include: • Providing executive administrative support to the Head of the Department of History and the Department’s academic staff, • Providing the HoD with up to date guidance on University policies regarding Marks & Standards and curriculum • Being a first point of contact and representing the Department in a professional manner in all • written and verbal communication; • Managing the processing of examination results for the Department, from generation of mark spreadsheets through to Examination boards; • Supporting the HoD in academic planning and providing pre-emptive notice of actions needed throughout the academic year, • Updating the Department’s entries in the university’s academic data base; • Liaising with Timetabling Office to deliver a balanced teaching schedule; • Editing the departmental website; • Assisting in the compilation of Department documentation; • Providing front-line contact, dealing with queries from students, staff and other administrative and student support units within the university; • Supporting staff, postdoctoral fellows and postgraduates in organising departmental events, conferences and off-campus meetings; • Handling sensitive information with utmost discretion, as well as maintaining confidentiality regarding executive discussions, organisational matters, personnel and student-related issues; • Preparing materials for meetings, ensuring accuracy and timeliness; • Attending meetings, recording minutes, and following up on action items where appropriate and /or necessary; • Other responsibilities as defined by the Head of Department.

The ideal candidate will have: Essential • 3+ years of experience in a higher education institution providing administrative support for a senior manager or executive; • Outstanding communication skills, written and verbal, and experience of representing an organisation to an external audience. • Excellent IT skills, including MS Office suite, information management systems, web-editing software, and online communication tools; • Strong organisational and time management skills, and ability to plan and organise tasks and meet multiple competing deadlines; • Ability to develop and maintain strong working relationships with a wide range of internal and external stakeholders, respond to stakeholder needs, manage expectations, and adapt to different ways of working in varied, multicultural environments. • A good working knowledge of university systems, governance structures, policies and procedures. • Knowledge of different education systems and emerging trends in higher education, including partnerships. • A strong strategic mind-set and the ability to think imaginatively. • Excellent time management and the ability to plan and prioritise tasks and meet multiple deadlines with accuracy and attention to detail. • The ability to work well autonomously and as part of a team, depending on the task at hand. • The ability to work with confidential material in a discreet manner and maintain the highest professional standards so that the reputation of the University is enhanced. • Resilience and the ability to adapt to changing demands and priorities as responsibilities of the post holder may change over time, in line with the ongoing development and reorganisation of University functions, proceses, and services.

Desirable • A flexible approach in handling a variety of tasks, occasionally outside office hours. • An interest in and experience of working in educational institutions. • Enjoy working as a team member. Salary Administrative Officer II (2024): €44,458 – €63,244 p.a. (9 points) Appointments will be made in accordance with public sector pay provisions. Hours of work A 35-hour working week is in operation in respect of full-time positions (prorated for part-time positions). This can be reviewed or adjusted from time to time through national agreements.