Senior Administrator/PA

ICE Jobs; Galway; On-site; EUR 32,000 - 45,000; Full time

Job summary

ICE Jobs Galway is seeking an experienced Senior PA/Admin Officer to oversee the efficient operation of our Galway and Limerick offices. The role includes managing administration, prioritising work, and delegating tasks to ensure timely, accurate outcomes.

You will handle front desk duties, support the Industrial Relations Team, keep records in SILVERBEAR, and generate reports. Strong MS Office skills, calm under pressure, and a collaborative approach are essential for this busy regional role.

Qualifications

• MINIMUM 5 years administration experience is essential.
• Ability to supervise and manage the functions of a regional office and PAs.
• Ability to multitask in a busy regional office and lead the team to support nurses and midwives.
• Flexible and able to cross-cover for other admin staff.
• Act on initiative with a polite, assertive, professional approach.
• Excellent communication and interpersonal skills, internally and externally.
• Excellent organisational and time management skills and ability to delegate.

Responsibilities

• Supervision and delegation of all work within the PA team in consultation with the Assistant Director of Industrial Relations.
• Prioritisation and coordination of all contacts from members by phone, email, and drop-in to regional offices.
• Meet and greet individuals and groups of members/visitors for meetings, courses, or training.
• Manage caseload for the Regions consisting of health services in public and private sectors for the Industrial Relations Team.
• Support and guide members through initial industrial relations procedures in liaison with the Industrial Relations Team.
• Provide information and assistance to members on all aspects of industrial relations and local/national agreements.
• Maintain up-to-date membership database and generate reports for recruitment and retention initiatives.

Skills

Administration

Supervision

MS Office

Communication

Time management

Teamwork

Typing

Tools

SilverBear

MS Office

Job description

The Senior PA/Admin Officer has overall supervisory responsibility for the efficient, effective, and smooth running of our Galway and Limerick Offices. This includes the administrative services i.e. prioritisation and delegation of work/tasks, to ensure work is completed accurately and within a realistic timeframe.

GALWAY BASED ROLE

This role also involves the provision of reception and all administrative services including cross cover in the absence of other admin staff.

• Supervision and delegation of all work within the PA team and where necessary in consultation with the Assistant Director of Industrial Relations.
• Prioritisation and coordination of all contacts from members by phone, email, and drop-in to regional offices.
• Ability to elicit all facts required to assist members, relevant documentation, and advise on correct initial steps to be taken or requirement to refer to the Industrial Relations Team.
• Meet and greet individuals and groups of members/visitors who come to the office for meetings, courses, or training.
• Management of the caseload for the Regions consisting of the health services both public and private sectors on behalf of the Industrial Relations Team. Includes significant interactions with the HSE, Senior Nurse Management, HR Managers, TUSLA, Workplace Relations Commission and Labour Court.
• Support and guide members through the initial industrial relations procedures in liaison with and on behalf of the Industrial Relations Team.
• Provide information and assistance to members related to all aspects of industrial relations, national and local agreements.
• Attendance at information, organising, recruitment, or balloting events as required.
• Monitor monthly membership reports/data analysis and mapping of regional membership and identification of trends for targeted recruitment and retention initiatives on behalf of the Industrial Relations Team.
• Developing an excellent working knowledge of the organisation’s membership database, SILVERBEAR.
• Maintaining diary for officers and ensuring weekly schedule is available.
• Establishing and maintaining an up-to-date database of all relevant key players.
• Maintain an accurate and efficient filing system (hard and soft copies) including archiving of closed files.
• Ensuring the timely presentation of Officers reports e.g. Executive Council reports, submissions etc.
• Preparing presentations and training packs for Recruitment training events.
• Preparing notifications and relevant material for Hospital visits/walkabouts.
• Booking external meetings, training sessions and hospital walkabouts and liaising with venues regarding requirements for same.
• Ability to deal appropriately with media calls or enquiries and referring to the relevant official or Media Office.
• Assist with the collation and sending out of large circulars.
• Research duties as required.

Essential skills required for this position are:

• MINIMUM 5 years administration experience is essential
• Ability to effectively supervise and to manage the functions of a regional office, and the PAs within the team, in conjunction with the Assistant Director of Industrial Relations.
• Ability to multitask in an often-pressurised busy regional office and to lead the work as part of a team to provide high standard of supports to nurses and midwives.
• Ability to be flexible and to work as part of a team to provide cross-cover for the other Admin staff.
• Ability to act on one’s own initiative with a polite, assertive, and professional approach.
• Excellent communication and interpersonal skills, both internally and externally, with staff and members.
• Excellent organisational and time management skills i.e. ability to prioritise workloads during busy periods; ability to delegate work appropriately.
• Proficiency in MS Office Applications i.e. Word, Excel, Outlook, PowerPoint.
• Excellent/accurate typing skills – audio/copy typing of general correspondence, reports, submissions, ballots, newsletters, etc.

Work on site in Galway Office