Executive Assistant

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 an Executive Assistant to join our growing team in the Student Health Centre. The Student Health Centre is a dynamic and fast paced environment, providing primary health care to a diverse student population. The Executive Assistant will execute the day-to-day administrative functions in the Student Health Centre. They will report to the Clinical Director. Candidates should be passionate about working in a student facing role in a multidisciplinary setting. The Executive Assistant must demonstrate strict confidentiality and discretion in all interactions with students and have experience of completing concurrent tasks, with an excellent attention to detail and accuracy in their output. Candidates should appreciate we offer a welcoming, holistic and comprehensive service to all our students, and should understand and have empathy with the mission, ethos, and overall approach of Student Services.

Principal Duties The successful candidate will carry out the day-to-day administrative functions of the Student Health Centre (SHC). They will be required to carry out a range of duties, including but not limited to the following: • Reception, appointment, and referral functions (telephone, email, and in person) for the SHC team; • Administrative support for the clinical staff, including managing appointment schedules, managing confidential files, scanning, and taking payment for charges; • Website editing for the Student Health Centre and preparation of information resources; • Delivering reception services while being mindful of alerting relevant staff of any concerns about individual students, where appropriate; • Assisting with the management of patient records, data collection and reporting from the SHS database; • Processing and management of invoices, as well as contributing to the maintenance of financial records; • Attendance at meetings, such as weekly SHS team meetings, monthly all Student Services meetings or as required; • Liaise as appropriate, with other members of the Students Services team, University staff, health personnel at other institutions and in the wider community; Participate in on-going training and development opportunities as required; • Undertaking other administrative and organisational tasks as may be required from time to time by the Clinical Director or other clinical staff.

The ideal candidate will have: • Have experience working in a similar student facing role, providing administrative support; • Have the ability to always work with confidential material in a discreet manner; • Have excellent communication and interpersonal skills; • Have the ability to liaise effectively with staff and students; • Have excellent organisational skills and be capable of taking initiative; • Be equally adept at dealing with periods of pressure and using less busy times to identify and undertake self-directed work; • Have excellent IT skills, e.g., MS Office, web maintenance and editing; • Be able to use new information systems effectively; • Have an ability to multitask and commitment to working as part of a team; • Have a flexible approach to work in order to deliver an efficient, seamless service in the context of a front-line position.

Essential • Two years’ experience working in a busy customer facing, administrative role.

Desirable • Experience in a Student Health setting or General Practice setting; • Experience working in a HEI student facing role.

Student Services Maynooth University Student Services comprises several services whose aim is to provide committed and dedicated on-campus services, designed to support, and assist students throughout their time at University. The services are focussed on Student Support Division (Student Advisors, Chaplaincy, Studentpad, Student Support and Student Support Hub), Counselling, Student Health Centre, Student Helpdesk, Healthy Campus and Crèche. “Student Services is an integral part of the University community, enabling the promotion and development of its educational mission. Using a holistic approach, we offer a range of clearly defined services to support and empower students to achieve their personal and academic potentials and so enhance their life's journey. We strive to create a community which is open and caring and where diversity is expected and respected" (Mission Statement).

Student Health Centre The Student Health Centre provides primary health care to registered students of Maynooth University and St. Patrick’s Pontifical University, in collaboration with their own general practitioners and other health professionals. The Student Health Centre is located in the Student Services Centre on the North Campus of Maynooth University. Its ethos is to provide an approachable, professional, confidential, non-judgmental service to all students in a supportive environment. The Student Health Centre is currently staffed by two General Practitioners, two general Nursing posts, one Psychiatric Nurse and one Senior Administrator. All staff report to the Clinical Director.

The University Maynooth University is a very distinctive university, a collegial institution focused on science and engineering, humanities, and social sciences, and equally committed to research, teaching and community engagement. Located in Ireland’s only university town, its distinctive features and character owe much to its unique history and heritage. It provides a high-quality educational experience to over 15,000 students on a campus with 18th century roots and 21st century dynamism. The strategic trajectory and accomplishments of Maynooth University, in the 25 years since its establishment as an autonomous public university, are exceptional, and a source of great pride to the university community, staff, students and alumni. Maynooth University is now acknowledged to be one of the leading young universities in the world, and in 2022 ranked # 1 in Ireland in the latest Times Higher Education (THE) Best Young University Rankings. Maynooth University’s growing global reputation is based on the originality, quality, importance and impact of its research and scholarship, commitment to teaching and learning, the quality of academic programmes, and its leadership in widening participation in higher education. The sources of success are the dedication of its staff and the energy and engagement of its students.

Maynooth University is a place of lively contrasts – a modern institution, dynamic, rapidly-growing, research-led and engaged, yet grounded in historic academic strengths and scholarly traditions. With over 15,000 students Maynooth offers a range of programmes at undergraduate, postgraduate and doctoral level in the humanities, science and engineering and social sciences, including business, law and education. The University also offers a range of international programmes and partnerships. Maynooth’s unique collegial culture fosters an interdisciplinary approach to research, which its worldclass academics bring to bear in tackling some of the most fundamental challenges facing society today.

The University’s research institutes and centres consolidate and deliver this impact as vibrant communities of learning, discovery and creation. Research at Maynooth also is very much central to its teaching and the University prides itself on placing equal value on its research and teaching missions.

Principles and Values Maynooth University is committed to the following values: • Scholarly rigour; • Academic freedom; • Integrity and ethical behaviour; • Collegiality, transparency and trust; • Equality, inclusiveness and social justice; • Operational excellence, organisational flexibility and responsiveness; • Dignity, respect and care for the individual. Salary Executive Assistant (2024) €28,789 - €44,865 p.a. (13 points)