Executive Officer

Transport Infrastructure Ireland; Dublin; On-site; EUR 32,000 - 45,000; Full time

Job summary

Transport Infrastructure Ireland is seeking an experienced administrator to provide high-quality support for the department’s functions in a busy environment. You will prioritise activities, manage and motivate staff, and maintain productive relationships with government bodies and local authorities.

The role requires strong communication, organisational skills, and the ability to work on multiple tasks with accuracy and attention to detail, including preparing reports and presentations for

Qualifications

• Third level qualification in a relevant discipline (e.g. business administration), or a minimum of two years’ experience of working in a busy office environment.
• Excellent verbal and written communication skills, in particular letter writing, a clear communication style and strong interpersonal skills.
• Highly organised, with excellent attention to detail.
• Demonstrates accuracy and consistency in output at all times.
• Excellent IT skills with proficiency in Microsoft Office and experience of working with IT systems.
• Strong numerical competency
• Excellent analytical skills and the ability to assess information and situations, seek relevant advice and make recommendations as appropriate.
• Capable of presenting written material in a clear, concise, comprehensive and convincing manner.
• Experience of undertaking and effectively managing a significant workload.
• Highly motivated team player with an ability to work on own initiative, with strong multitasking capabilities.
• Ability to work to tight deadlines and prioritise tasks effectively and efficiently.
• Capable of planning and organising people andresources to meet goals, targets and objectives.
• Understanding and sensitive in dealing with others, and persuasive when communicating in general.
• A proven commitment to making sure all tasks are completed to a very high standard.
• Fluency in the English language, both written and oral.

Responsibilities

• Managing and providing high quality administrative support in relation to the department’s functions, prioritising activities and assigning if/as appropriate and motivating the team to achieve best results.
• Developing and maintaining productive working relationships with TII management, other members of staff, Government Departments, local authorities and other stakeholders.
• Providing administrative support in relation to TII’s statutory functions under various legislation.
• Developing, delivering and reviewing department policies and procedures in line with legislation and/or best practice as they relate to the role.
• Maintaining up to date material for dissemination to other internal and external stakeholders, TII senior management and the Department of Transport and as appropriate.
• Analysing data and preparing comprehensive reports/metrics for the team and for management and stakeholders.
• Ensuring effective systems are in place for the conduct of the department’s role/s – researching and implementing such changes as may be required.
• The planning, management and delivery of assigned departmental projects – at times concurrently.
• Liaising with other TII departments and/or external parties to achieve an effective resolution to key issues in a timely manner.
• Preparing and updating presentation material and delivering presentations where necessary.
• Organising/ attending stakeholder meetings.
• General office administration including distribution filing, record retention, scanning, correspondence administration, proof reading, etc.
• Providing quality customer service to all stakeholders in support of TII’s Customer Service Charter.
• Arranging training events if required.
• Undertaking such tasks and duties as may be assigned appropriate to the grade.

Skills

Administrative support

Communication

Organisational skills

Multitasking

Problem solving

Education

Bachelor-level qualification in business administration or related field

Two years’ experience in a busy office environment

Tools

Microsoft Office

IT systems

Job description

• Uploading invoices in a timely manner onto the Invoice Approval System (IAS) and recording invoice payments
• Preparation and delivery of financial / project reports for stakeholders as required.
• Maintaining Compliance Checklists for project deliverables
• Preparation of (and/or assisting with) documents/ reports / publications and presentations to a high standard, along with the provision of general administrative support.
• Reporting on roads and greenways capital projects and programmes, including collation of current information
• Coordination with colleagues in Capital Programme and other divisions on funding, allocations and outturn.
• Developing and maintaining productive working relationships with colleagues, the management team, other members of staff, Government Departments and Local Authorities.
• Researching and drafting proposals relating to policy issues and legislation
• Responsibilities for managing departmental operations
• Development of processes and procedures
• Compliance and audit preparation and adherence
• Dealing directly with the public and/or staff in support of services provided
• Assisting the Line Manager, Head of the Department and the senior professional/administrative staff and working collaboratively with a wide range of colleagues
• Supervising staff, where required
• Providing back up support as necessary and cover when required.

The principal duties of the position generally will include:

• Managing and providing high quality administrative support in relation to the department’s functions, prioritising activities and assigning if/as appropriate and motivating the team to achieve best results.
• Developing and maintaining productive working relationships with TII management, other members of staff, Government Departments, local authorities and other stakeholders.
• Providing administrative support in relation to TII’s statutory functions under various legislation.
• Developing, delivering and reviewing department policies and procedures in line with legislation and/or best practice as they relate to the role.
• Maintaining up to date material for dissemination to other internal and external stakeholders, TII senior management and the Department of Transport and as appropriate.
• Analysing data and preparing comprehensive reports/metrics for the team and for management and stakeholders.
• Ensuring effective systems are in place for the conduct of the department’s role/s – researching and implementing such changes as may be required.
• The planning, management and delivery of assigned departmental projects – at times concurrently.
• Liaising with other TII departments and/or external parties to achieve an effective resolution to key issues in a timely manner.
• Preparing and updating presentation material and delivering presentations where necessary.
• Organising/ attending stakeholder meetings.
• General office administration including distribution filing, record retention, scanning, correspondence administration, proof reading, etc.
• Providing quality customer service to all stakeholders in support of TII’s Customer Service Charter.
• Arranging training events if required.
• Undertaking such tasks and duties as may be assigned appropriate to the grade.

Education & Experience

• Third level qualification in a relevant discipline (e.g. business administration), or a minimum of two years’ experience of working in a busy office environment
• Excellent verbal and written communication skills, in particular letter writing, a clear communication style and strong interpersonal skills.
• Highly organised, with excellent attention to detail.
• Demonstrates accuracy and consistency in output at all times.
• Excellent IT skills with proficiency in Microsoft Office and experience of working with IT systems.
• Strong numerical competency
• Excellent analytical skills and the ability to assess information and situations, seek relevant advice and make recommendations as appropriate.
• Capable of presenting written material in a clear, concise, comprehensive and convincing manner.
• Experience of undertaking and effectively managing a significant workload.
• Highly motivated team player with an ability to work on own initiative, with strong multitasking capabilities.
• Ability to work to tight deadlines and prioritise tasks effectively and efficiently.
• Capable of planning and organising people andresources to meet goals, targets and objectives.
• Understanding and sensitive in dealing with others, and persuasive when communicating ingeneral.
• A proven commitment to making sure all tasks are completed to a very high standard.
• Fluency in the English language, both written and oral.

The closing date for applications is Thursday 1st October at 12pm.

Transport Infrastructure Ireland is committed to a policy of equal opportunity.