Division Administrator - Barriers Mitigation Division

Inland Fisheries Ireland; Ballina; Hybrid; EUR 38,000 - 63,000; Full time

Job summary

Inland Fisheries Ireland (IFI) invites applications for a Division Administrator to support the Barriers Mitigation Division as part of the NBMP project. The role covers administrative tasks, procurement duties, and document management, with hybrid working arrangements across Ireland.

The ideal candidate will have NFQ Level 7, at least two years in admin support, and a willingness to travel nationwide, including holding a Category B driving license.

Qualifications

• Relevant third level qualification at NFQ Level 7 or equivalent.
• Willingness to travel nationwide and a full Category B driving license valid in Ireland.
• Eligible to work full-time in the State and meet citizenship requirements for the role.
• Minimum of two years’ relevant experience in an administrative support function.

Responsibilities

• Provide the Head of the Barriers Mitigation Division and team with a range of executive and general administration support.
• Act as the point of contact for the Barriers Mitigation Division and manage the division inbox and phonelines.
• Provide customer service for stakeholders and members of the public.
• Maintain efficient document management systems and archive documents in line with quality plan and policies.
• Coordinate and schedule events, conferences, seminars and meetings, and provide attendance support.
• Provide procurement support for the Barriers Mitigation division (ordering supplies, training, consulting with suppliers, entering purchase orders into Integra).
• Coordinate procurement activities ensuring public procurement guidelines are followed.
• Assist in managing NBMP creditors and debtors ledger and process supplier invoices for payment.

Skills

Administration

MS Office

Customer service

Time management

Communication

Teamwork

Initiative

Confidentiality

Sustainability

Education

NFQ Level 7 qualification

Tools

Integra

Job description

Inland Fisheries Ireland (IFI) has an exciting opportunity for a Division Administrator to join our new Barrier Mitigation Division.

IFI is excited to be taking the lead on the National Barrier Mitigation Programme 2024-2030. This new division has been established with funding from the Department of Housing, Local Government and Heritage (DHLGH) and Department of the Environment, Climate and Communications (DECC).

The aim of the National Barrier Mitigation Programme (NBMP) is to improve river hydromorphology and connectivity in Irish catchments by strategically targeting significant barriers to fish passage and structures degrading river form, flow, and function. Iconic species such as Atlantic salmon and the European eel are threatened species and IFI is mandated to protect them under law. Removing barriers will open habitat to various species in an era where habitat loss is impacting severely on biodiversity both nationally and internationally.

The Division Administrator will work closely with NBMP Administration and management team to provide general administrative, operational and personnel support to the Barriers Mitigation Division.

ABOUT US

Inland Fisheries Ireland are the environmental agency responsible for protecting, managing and conserving Ireland's inland fisheries and sea angling resources.

More information can be found by visiting our website.

VISION, MISSION & VALUES

Vision

To place the inland fisheries resource in the best sustainable position possible for the benefit of future generations.

Mission

To protect, manage and conserve Ireland's inland fisheries and sea angling resources and to maximise their sustainability and natural biodiversity.

Values

• We work collaboratively with professionalism

• We are open, transparent and accountable

• We act with respect and integrity

• We are committed to stewardship and sustainability

KEY RESPONSIBILITIES

The main duties will include;

• Provide the Head of the Barriers Mitigation Division and team with a range of executive and general administration support.

• Act as the point of contact for the Barriers Mitigation Division and manage the Barriers Mitigation Division inbox and phonelines.

• Customer service for stakeholders and members of the public.

• Maintain efficient document management systems, organise, file and archive documents in line with both the quality plan and company policies.

• Assist in the coordination and the scheduling of events, including conferences, seminars, and meetings, as well as providing administrative support in attendance at the events.

• Provide procurement support for the Barriers Mitigation division (ordering of necessary supplies, training, consulting with suppliers and the input of purchase orders to the inhouse Financial Management System - Integra).

• Co-ordination of procurement activities for the BMD while ensuring that corporate and Public Procurement Guidelines for Goods, Services and Works are adhered to.

• Ensure compliance with public procurement rules and the Code of Practice for the Governance of State Bodies.

• Assist in managing the NBMP creditors and debtor’s ledger and all associated duties (e.g. process supplier invoices for payment, scan all invoices, creditor reconciliations).

• Processing of staff subsistence and expense claims.

• Assist in managing the Barriers Division Asset Register.

• Manage the team service/subscription accounts (mobile phones, software etc).

• Liaise with the IFI Transport team regarding NBMP Fleet.

• Prepare reports and other materials as required.

• Assist with maintaining document registers, correspondence registers, etc.

• Take minutes of meetings, preparing meeting Agendas, arranging invites/facilities

• Monitor team training records to ensure continuing compliance with statutory H&S requirements and learning and development requirements

• Perform such other duties as may be assigned from time to time by the Head of the Barriers Mitigation Division or nominee.

KEY EXPERIENCE & QUALIFICATIONS

The ideal candidate will have the following:

Essential

• A relevant third level qualification at a minimum level of NFQ Level 7, or equivalent.

• A willingness to travel nationwide when required and a full Category B driving license that is valid in Ireland.

• Eligible to work full-time in the State and meet the citizenship requirements for the role.

• A minimum of two years’ relevant experience in an administrative support function.

Desirable

• Previous experience working in a large / complex or public sector organization is desirable

• Previous experience working in and understanding accounts/bookkeeping.

• Knowledge of purchasing and public procurement.

• Experience in document management systems.

• Learn quickly and adaptable to change.

• Previous experience in project or programme support.

• Demonstrable experience of facilitating in-person and online engagement/training.

KEY SKILLS & ATTRIBUTIES

The ideal candidate will have the following.

Essential

• Excellent Administration skills with the ability to manage multiple tasks efficiently coupled with exceptional attention to detail.

• Full proficiency in the MS Office suite and strong IT skills.

• Be capable of providing high-quality customer / stakeholder experience.

• Excellent Time Management Skills - ability to prioritise, to manage own workflow and to use own initiative.

• Strong communication, interpersonal and organisational skills to build positive and effective relationships.

• Be a strong team player who can remain positive during challenging tasks and work under pressure.

• Ability to work on one's own initiative using sound judgement, whilst being able to take direction.

• Flexibility and ability to balance cyclical daily, weekly and monthly demands with other work requirements.

• Discretion and the ability to maintain confidentiality.

• A passion for the environment and commitment to sustainability.

Desirable

• Your obsession with learning and continuous development ; you are a dedicated learner

• Prior experience dealing with a multi-tiered stakeholders has taught you to respond rapidly and effectively in a crisis scenario.

LOCATION

This role may be based at one of IFI's regional offices; Citywest, Dublin / Clonmel, Tipperary / Ballina, Mayo

Inland Fisheries Ireland is proud to offer a hybrid working model for this role which will typically consist of 2-days working remotely and 3-days working from the successful candidate's designated office, subject to business requirements and approval from line management.

REMUNERATION

The salary scale for the position is at the level of Executive Officer as applies in Inland Fisheries Ireland. This is a 14-point scale including 2 long service increments (LSI's): Point 1 €38,444.69; Point 2 €39,249.04Point 3 €41,477.49; Point 4 €43,613.20; Point 5 €45,528.78; Point 6 €47,421.20; Point 7 €49,267.32; Point 8 €51,075.95; Point 9 €52,928.17; Point 10 €54,776.59; Point 11 €56,740.41; Point 12 €58,056.44; Point 13 (LSI 1) €59,938.67; Point 14 (LSI 2) €62,604.74 (IFI Executive Officer Grade Payscales as of 01/06/2026)

Candidates should note that salary will not be subject to negotiation and the rate of remuneration may be adjusted from time to time in line with Government pay policy. New entrants to the public sector will start on point 1 subject to Haddington Road Agreement and subsequent Government Agreements.

TENURE

This post is offered on Specified Purpose Contract linked to funding which is expected to last until the end of 2030.

APPLICATIONS & SELECTION PROCESS

Inland Fisheries Ireland is an equal opportunities employer.

Short listing will be based on information provided in the Cover Letter and CV.

Inland Fisheries Ireland is an equal opportunities employer.