Facilities Administrator
(aligned to the Grade IV (Clerical) pay scale as per the HSE consolidated pay scales)
Full Time Position
35 hour working week
Horizons is seeking to recruit a full time highly motivated and enthusiastic Facilities Administrator. As a Facilities Administrator, you will be responsible for the operational management of the maintenance management software PEMAC, management of work order rollout to contractors, provide property administration support, provision of and tracking of purchase orders for specific works, retrieval of maintenance documentation during audits, provide periodic support to reception, management of phone calls and email relating to maintenance.
This role involves working in a very fast paced moving environment and requires someone who has considerable ability to multi task.
This is a full-time position where we are looking for a committed and dedicated individual to join our team.
Requirements of the post:
- Operational management of the maintenance management system PEMAC including work order rollout to contractors, generation of monthly metrics & reports, provide PEMAC IT support, management of new site setup, user addition/deletion, requestor licence management
- Provision of property administration duties such as key and alarm code management, arrangement of meter readings, transfer of utility bills, maintenance of the property asset register, monitoring of security arrangements, administration of property files and associated documentation such as floorplans, maintenance records
- Support the Facilities Manager during internal and external audits with regard to current maintenance KPI and record retrieval
- Conduct general administrative duties in relation to waste management, purchase order requests for goods and services, ensuring timely response to emails, voicemails, attend weekly meetings with the Facilities Manager
Essential Criteria:
(a) Eligible applicants will be those who on the closing date for the competition:
Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004
Or
Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1 . Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
Or
Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction
Or
Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
Note1 : Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.
The Leaving Certification Applied Programme does not fulfil the eligibility criteria. and
- A minimum of 12 months administration experience in a fast-paced environment
- Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
- Proven ability to work well in a fast-paced, multi-tasking and dynamic team environment
- Exceptional customer service skills, with the ability to build and maintain relationships
- Strong attention to detail, excellent organisational skills and ability to multitask effectively
- A friendly, positive, and enthusiastic demeanour
- Upon encountering unexpected issues must be able to troubleshoot problems, identify solutions, and implement them effectively
Desirable Criteria:
- Experience in the use of Computerised Maintenance Management Systems (CMMS)
- Basic understanding of building systems, maintenance procedures, and technology is an advantage
What we offer
- A flexible and supportive work environment
- Competitive salary in line with the HSE consolidated pay scales
- Opportunities for professional development
- CPD is actively encouraged
- An opportunity to make a real difference in people's lives
Informal enquiries can be made to [email protected]
Completed application forms must be returned no later than Friday 1st of August 2025.
Applicants may be short listed on the basis of their application.
The Department of Health & Children Consolidated Scales apply.
