Executive Officer

The Purpose of the Role The purpose of the role is to provide administrative support for the educational programmes of the School of Biochemistry and Immunology. The post is a specific purpose of filling the Executive Officer vacancy on a temporary basis pending the return of the postholder from maternity leave. The Executive Officer will be responsible for undertaking various aspects of administrative processes and will have specific responsibility for the administration of the final year of our undergraduate moderatorships. The Executive Officer reports to the School Administrative Manager. Biochemistry and Immunology is a vibrant school with dynamic teaching and research activities and this appointment offers an excellent opportunity for career development in a lively, friendly, research and teaching focused work environment.

Context The School of Biochemistry and Immunology offers 4 UG degree and 2 taught postgraduate (Masters) programmes. The school has approximately 25 academic staff, 172 sophister students, 40 Masters students and 85 PhD research students. The administrative staff are, for many, the first point of contact in the School and provide a professional, efficient and welcoming service to all students, staff and visitors. The role-holder is part of a small team of administrative staff who provide services to management, staff and students and reports to the School Manager. The roleholder will work as part of a team that delivers services to the whole school, and they will have specific responsibility for the final year moderatorship programmes and will work closely with the course coordinators of each moderatorship.

Main Responsibilities • Provision of support for the Course coordinators of each of the School’s moderatorship programmes. This will include module enrolment, room bookings, preparation of examination papers and examination results, collating course materials, liaising with external lecturers and external examiners, etc. • Provision of accurate information to staff and students on the School’s programmes, regulations and policies-in response to queries • Communication and cooperation with other College administrative officers • Timetabling of course events, lectures etc. and ad hoc bookings. • Supporting the School’s taught and research postgraduate courses. • Organisation of and minute-taking of course committee and examiners’ meetings • Organisation of events such as poster sessions, seminars, student receptions, information and careers talks, etc. • Maintenance of MAPs and SITS module records • Organisation of visits of examiners, preparing file and records for courts of examiners. • Oversight of the examinations process for the degree i.e. the confidential and safe storage of all exam scripts and student files; delivering and collection of exam scripts and research projects to lecturers for marking; collate and maintain updated examination marks. • Carrying out day-to-day School Office tasks (photocopying, drafting of letters and memoranda, dissemination of information). • Perform other duties that will arise from time to time and as directed by the Head of School and the School Administrative Manager Systems • Use and understand common systems (e.g. SITS, FIS, CMIS) relevant to area of work and carry out searches to respond to queries. • Update databases and spreadsheets and run standard reports. • Carry out routine record keeping, filing, photocopying and data entry to ensure accurate records are maintained. • Run automated or routine reports to support established school/departmental/work unit information requirements.

Person Requirements The role-holder will require the following knowledge, skills and attributes for successful performance in the role.

Qualifications • Leaving Certificate or equivalent - essential • Diploma or professional qualification - desirable

Knowledge • Working knowledge of Microsoft Office, e-mail and the web - essential. • Awareness of the basic principles or standardised work routines of the field of work. • Familiarity with the work of the school/department/work unit and of the University • Possess excellent working knowledge of MS Office applications, Excel spreadsheets etc.

Experience • Prior work experience in a relevant role. • Experience in dealing with customer queries in person, by phone and by email. • Experience in working with standard office equipment.

Skills • Excellent written and verbal communication skills. • High standard of accuracy in both written and numerical work • Ability to work with a team Personal attributes • Understands the importance of quality service and pro-actively delivers this. • Pays close attention to quality standards. • Takes pride in providing excellent customer service providing a helpful and courteous approach to colleagues, students, academic staff and customers. • Committed to achieving results, putting in additional effort as required. • Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time.

Trinity Competencies In Trinity there are 6 Core Competencies that are applicable to all roles across a range of professional, administrative and support jobs, unlike specialist or technical skills which may be job specific. They provide a common language for describing performance and the abilities/attributes displayed by individuals. They focus on ‘how’ tasks are achieved, not ‘what’ is achieved. Below is a summary definition of the 6 Core Competencies.

Competency Summary Definition 1. Agile Leader Sees the big picture and harnesses opportunities to achieve the University’s goals. Creates clear direction for the future and how to get there. 2. Unlocks Potential Energised, capable and confident to take ownership and responsibility for their development and goals. Motivates, supports and develops people to perform to the best of their ability. 3. Service Ethos Finds ways to increase stakeholder and customer satisfaction. Builds relationships, is proactive and delivery focused in order to anticipate, meet & exceed expectations. 4. Builds Trusted Relationships Communicates in a clear and respectful manner building trust and commitment for mutually beneficial outcomes. 5. Decision-making Confidently makes timely decisions based on knowledge, evidence and sound judgement.

6. Achieves Results Delivers results by setting direction, planning, executing and evaluating impact. Salary: Appointment will be made on the Executive Officer Salary Scale (€31,691 - €49,699 per annum) and in accordance with the Department of Finance guidelines.