Trinity College Dublin | Executive Officer
4 hours ago
The Purpose of the Role The School of Social Sciences and Philosophy invites applications for the position of Executive Officer. This role involve the provision of administrative support for School teaching programmes and other general administrative tasks. The roles offer an excellent opportunity for career development in a lively and friendly work environment. Good communication, customer service, interpersonal and IT skills are essential. The post holder should enjoy working in a team environment. Context The post-holder reports to the School Manager, Ms. Olive Donnelly. The post will be based in the Department of Sociology in the first instance; however, the successful candidate may also be required to work in the other constituent Departments of the School, as the need arises. The School of Social Sciences and Philosophy is a large multi-disciplinary School, committed to understanding and improving society through world-leading education and research. Main Responsibilities This is a list of the tasks, duties and responsibilities for the role. Provision of administrative support for teaching programmes in the Department of Sociology from admission through to graduation (admissions; timetabling; preparation of examination papers and examination results; collating course materials; maintenance of SITS module records; maintenance of MAPs; liaising with external lecturers and External Examiners; preparation of transcripts; evaluation of modules). Liaison with central College offices and external stakeholders concerning timetabling, room bookings, examination scheduling, student cases and the return of examination results; Maintenance of accurate records of module choices, including the use and maintenance of databases and preparation of student transcripts; Assist with the coordination of undergraduate and postgraduate programmes relating to student and course issues including assisting with student cases, maintenance of course and student records, Erasmus administration and student orientation. Maintain website, Facebook pages and Twitter accounts, ensuring that the Department has a strong online presence. Assist Course Directors in the marketing of the undergraduate and postgraduate courses including facilitating the production of advertising materials, participation in College Open Day and other recruitment events. Facilitate the admissions process including mature student and advance entry applications. Respond to enquiries from staff, students, suppliers, and the general public. Maintain and supporting working relations with other administrative staff in the School; Assist with once-off room bookings and other timetabling requirements in the School; Carry out routine tasks such as generating purchase orders, processing invoices, reimbursements and lodgements, processing casual payroll forms, ordering stationery and equipment, website updates, minute taking; Assist in arranging events such as open day, public seminars, lectures and receptions; General Deputise for colleagues as required and represent the manager or department at meetings and events. Any other duties that arise from time to time as directed by the manager or nominee. Person Requirements The role-holder will require the following knowledge, skills and attributes for successful performance in the role. Qualifications An appropriate administrative qualification(essential)or third level qualification(desirable). Knowledge & Experience Considerable experience of providing high level administrative support in an academic environment (essential), preferably with experience of undergraduate administration(desirable); Excellent IT skills including word processing, use and design of spreadsheets and databases, knowledge of social networking applications and website maintenance (Dreamweaver) and ability and commitment to learn new IT skills as necessary for this post(essential); Knowledge and experience of internal systems CMIS, FIS and SITS(essential). Skills Excellent oral and written communication skills: convincing and confident when speaking to others; clear, concise and error-free writing; Excellent organisational skills, ability to prioritise tasks and meet deadlines while maintaining high levels of accuracy coupled with attention to detail; Great customer-service skills: understands the importance of quality service and takes pride in providing great customer service; Excellent interpersonal skills: ability to interface effectively with students and staff both within the Department and across the wider College Community, fosters good working relationships and is known as someone who is helpful to others. 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. Application Information: In order to assist the selection process, applicants should submit a Curriculum Vitae and a Cover Letter (1 x A4 page maximum) that specifically address the following points: Applicants must have demonstrated administrative experience. Applicants should clearly address this experience and how they obtained their knowledge in their application. Illustrate, through past example, their ability to work on their own initiative and resolve problems. Please Note: applicants who do not address the application requirements above in their cover letter will not be considered at the short list stage. Further information: Informal enquiries about this post should be made to the School Manager, Olive Donnelly at At Trinity, we are committed to equality, diversity, and inclusion. Trinity welcomes applications from all individuals, including those applicants with disabilities, those who may have had non-traditional career paths, those who have taken time out for reasons including family or caring responsibilities. We also welcome international applicants including those whom have been displaced due to war. Trinity College Dublin is Irelands premier University. We are an EU Sustainable Gender Equality Champion and we hold an Athena Swan Silver award, recognising our ongoing work to advance gender equality both within Trinity and in the Higher Education sector. Trinity is committed to supporting work-life balance and to creating a family-friendly working environment.
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Dublin, Ireland Trinity College Dublin Full timeThe Purpose of the Role The School of Social Sciences and Philosophy invites applications for the position of Administrative Officer. The successful candidate will work with the School Manager and HR Manager to provide ongoing HR support and to work on a programme of review, change and implementation in relation to internal HR processes within the School....
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