Job Description
Duration:
Permanent . A panel may be formed from which future similar vacancies may be filled; such a panel will remain active for a maximum period of 12 months.
Basic Function
To take day-to-day responsibility for core administrative operations on campus and to provide experienced administrative support to the Ashtown Food Research programme, as well as other Directorate operations on campus, as assigned.
Background
Teagasc Food Research Centre, Ashtown is a flagship research, training and innovation centre within the Teagasc organisation, and it is a pivotal campus for delivering Teagasc’s mission. At the Centre, food research and development programmes for the Irish meat, marine, prepared consumer foods, horticultural and other non-dairy sectors are undertaken. Also, collaborative educational programmes are hosted in conjunction with the National Botanic Gardens. The multi-disciplinary campus at Ashtown, consists of diverse research and analytical laboratories and food processing pilot plants with an international research community working in a collegial environment. Researchers at the Centre collaborate both nationally and internationally with other institutes and universities in publicly funded research and development projects and confidential industry-led research, development and innovation activities. The Centre hosts approximately 235 staff and post-graduate students within 7 departments across its existing campus of 28 acres. Administrative support is also delivered to the Athenry Campus and the Rural Economy and Development program. The Campus at Ashtown is home to a Conference & Training Centre with 8 meeting rooms, a tiered lecture theatre, science lab, breakout spaces and large canteen. Meetings, events and exams are held year-round in this busy setting.
Job Objectives
1. Conference Centre & Event Management
- Oversee and manage the effective operation of the Conference Centre at the Teagasc Ashtown Campus, in collaboration with the Campus Enterprise Leader and Campus Operations Manager.
- Lead and co-ordinate all Teagasc-led events on-site, including open days, scientific and technical conferences, ensuring seamless execution in consultation with the Campus Operations Manager.
- Take a lead role in supporting and delivering external events at the Conference Centre, liaising closely with stakeholders and users to ensure smooth and efficient delivery.
- Conference Centre duties will include liaising with event hosts, leading pre-conference planning, room set-up, IT systems, event materials, financial co-ordination, problem-solving, and producing post-event reports and recommendations.
2. Administration & Programme Support
- Oversee and manage administrative support for all programmes at Ashtown (Food Research, Rural Economy, Horticulture, Education, Forestry), ensuring alignment with Teagasc policies and corporate governance procedures.
- Oversee campus-wide administrative operations including reception/switchboard, stores, and layout of staff and student offices.
- Ensure administrative best practices and quality customer service standards are maintained at all times.
- Assist in the delivery of the Teagasc Quality Customer Service Charter and Action Plan.
- Promote a positive and co-operative working environment in collaboration with the Campus Operations Manager and administration team.
3. Finance, Governance & Compliance
- Lead and oversee the implementation of Teagasc finance, budgetary, and procurement policies, ensuring high standards of governance in collaboration with the Enterprise Leader, Campus Operations Manager, Finance Department, and local Heads of Department.
- Manage purchasing processes and ensure regulation compliance with regard to maintenance of the Conference Centre, stores, office supplies, insurance, cleaning, and other central services as assigned.
- Collaborate with the Campus Operations Manager to support procurement administration: raising requisitions, ensuring purchase orders are correctly coded, directed to appropriate authorisers, prompt GRNing, quote/tender compliance, and processing is completed on a timely basis.
- Review and oversee monthly financial processes including accruals, PO/GRNI cancellations/force completions, and reporting, in collaboration with the Stores Officer and Campus Operations Manager.
- Prepare month-end financial reports and accruals, as required.
- Act as the main point of contact for campus-related Finance queries, in collaboration with the Campus Operations Manager.
- Promote, implement, and monitor adherence to HR, ICT, and Finance policies and procedures in co-operation with Operations Directorate/Head Office functions.
- Provide staff training on the use of Integra Centros (e.g., requisitioning, GRNs, expenses).
- Ensure adherence to relevant governance and compliance protocols across all administrative functions.
- Actively participate in the annual business planning process, risk management, and the Performance Management and Development System (PMDS).
4. Cross-Campus Engagement & General Duties
- Attend and contribute to AFRC Senior Leadership meetings.
- Attend national Campus Administration meetings with the Campus Operations Manager (typically held in Head Office, Oak Park, Carlow).
- Fully co-operate with all health, safety, and welfare procedures in accordance with the Safety Statement and legal obligations.
- Such other duties as assigned from time to time, including the provision of support to other administrative areas on the Ashtown campus, as required.
- This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post holder.
Skills Requirement
Essential
Desirable
Qualification
- A level 8 degree, (as recognised on the National Framework of Qualifications or equivalent), in business administration, or a related discipline.
Or
At least 5 years of relevant senior administration experience to include the management of people, teams and resources.
- A postgraduate degree and/or experience in Business/Administration/Finance would be a distinct advantage
- Public Service Administration experience
Skills/Knowledge
- Computer literate with proficiency in MS Word, MS Excel, MS PowerPoint and Outlook.
- Excellent administration, organisational, time management, and numeracy skills
- Strong oral and written communication skills.
- Analytical and problem-solving skills
- Strong attention to detail with an ability to check own work.
- Knowledge and experience of budgeting, financial reporting, and procurement policies and processes.
- Experience in managing teams and coordinating large events, including planning, logistics, and execution.
- Infrastructure/facilities management experience.
- Proven track record of successfully dealing with competing priorities and deadlines
- Good understanding of Teagasc’s organisational structure together with an appreciation of the Public Sector and how it works.
- Understanding of relationships with stakeholders and government departments.
- Experience of client relationship management
- Knowledge of MS Access, DMS and Integra Centros system
Behavioural Competencies
- A structured approach to work with an ability to work in a confidential environment.
- An ability to work on own initiative with a strong commitment to teamwork.
- Proven ability to foster and manage a collaborative work environment
- Proven ability to demonstrate professionalism, empathy, and integrity in all interactions.
- Organised and methodical with strong attention to detail.
- Self-motivated with an ability to plan and prioritise work by importance and urgency.
- A proactive, solutions-focused approach to work.
- Flexibility with an ability to adapt to changing requirements/priorities.
- Ability to work to strict deadlines.
- High degree of honesty and integrity.
- Ability to set clear standards and prioritise tasks in a multi-functional environment.
- As the internal and external point of contact for all campus functions and events, the successful candidate will exhibit a high level of professionalism, approachability, and efficiency.
Other
As this role will involve travel between Teagasc centres around the country, candidates must have their own car and must also satisfy and continue to satisfy during employment with Teagasc, legal requirements to drive unaccompanied on Irish public roads.
Note: The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.
