Office & Corporate Support Officer

Reporting to the Chief Operating Officer, the Office & Corporate Supports Officer will provide management support for the Centre’s corporate functions and ensure efficient office management operations. 

Main Duties and Responsiblities: 

Office management

• Develop and implement office management processes 
• Principal contact with SETU on campus services
• Monitoring office supplies and ordering new supplies and/or office equipment as required
• Dealing with suppliers and management of contract for services
• Management of Asset register
• Management of Health & Safety procedures

Customer service

• Serving as front of office – dealing with queries from the general public
• Answering phones and managing emails from info@ account
• Management of online shop sales and invoicing
• Dealing with correspondence, queries and complaints

Corporate support 

• Provision of general support to the Board and Committees of the National Biodiversity Data Centre. 
• Management of meetings, minute taking and providing support for Board, Committee and other meetings as required.
• Responsibility for procurement & management of paperwork
• Providing assistance to the finance function 
• Responsibility for management of HR Locker/leave sheets etc

The Office & Corporate Support Officer will be required to: 

• Contribute to the general work of the National Biodiversity Data Centre as requested. 
• Be adaptable and flexible, with an ability to embrace change, quickly learn new skills and take on additional responsibilities as part of a newly developing organisation.
• Ensure health and safety is actively managed and a positive health and safety culture is promoted.
• Contribute to the organization and participation of conferences or other organization events as needed. 
• Regularly update the National Biodiversity Data Centre social media channels and website. 
• Continue professional training in order to improve ability to carry out role and continue to attend relevant training courses and conferences as identified. 
• Regularly provide up-dates on the progress of the work programme to both duty line manager, and to quarterly NBDC Board meetings and annual reports. 
• Comply with all relevant National Biodiversity Data Centre policies and procedures.
• Have a commitment to respect and dignity for all, together with the ability to work positively with colleagues, collaborators and trainees from a diverse range of backgrounds. 

Essential Criteria

Each candidate must, on the latest date for receipt of completed application forms, have; 

• A recognised degree, Level 8 in the National Framework of Qualifications, in a subject relevant to the post. 
• Three years’ experience of working in an administrative/office management role, or providing corporate support services for a small or medium sized company.
• Familiarity with essential policies and operational procedures appropriate for a small Company Limited by Guarantee (CLG). 
• Have basic accounting skills. 
• Possess excellent organisation and management skills.
• Have excellent motivational, communication and interpersonal skills. 
• Have the ability to work in a team environment with strong organisation and time-management skills. 
• Excellent computer skills, demonstrating extensive experience of Microsoft Word, Excel and Outlook.
• Have full rights to work in Ireland.