Administration Manager required for a busy team within a Public Sector organisation on a 2 year FTC.
3 + Admin experience required, plus experience in managing teams is a must.
Hybrid working model, Dublin 2. Excellent opportunity to develop skills and abilities in a fast paced environment.
CV to [email protected] or apply direct.
Role Responsibilities:
Strategic Management
· Support the Director in the management and ongoing development of the administrative activities of the department
· Work with colleagues in the management team to prioritise objectives and to ensure that the strategic and operational goals of the department are achieved
· Act as the ‘business owner’ for the various workflow and technological support systems within the department
Operational Management
· Proactively manage the throughput of applications, identifying potential problems and providing solutions to management on a timely basis
· Ensure that authorisation activities of the department are integrated and co-ordinated
· Utilise the workflow management system in effectively scheduling the workload of the Department so as to optimise the utilisation of the technical and administrative skills available to the department
· Identify the technical and administrative capacity in each section within the department
· Engage in scenario planning to ensure that appropriate contingency is developed for the activities of the department
· Work with colleagues in the Veterinary management team to prepare an annual work plan
· Manage the Planning and Authorisations team and ensuring that the functions are performing to best practice
· Maintain the order book of applications in a satisfactory manner to ensure consistent service levels and prioritisation of tasks
· Ensure that administrative processes are adequately described in SOPs and are fully implemented in the Planning and Authorisations area
Monitoring activities
· Manage the monthly performance metrics and reporting process for the department
· Produce case status reports for Managers (as appropriate)
Quality and Knowledge Management
· Ensure the Planning and Authorisations section remains up to date with relevant developments in national, European and International regulations and legislation
· Participate and manage the involvement of the Planning and Authorisations section, in any internal audits including the identification and implementation of any required corrective actions
· Ensure that appropriate Standard Operating Procedures (SOPs) and technical guidelines for the section are implemented, updated, adapted and communicated on an ongoing basis within the team
Performance Management
· Ensure that resources available are aligned to the best effect in relation to outputs and that goals, objectives and performance targets are effectively communicated to the team
· Lead, co-ordinate and participate in the performance development programme (PDP) across the department
· Identify operational performance issues and develop measures in conjunction with management team to resolve such issues
· Provide forecasts on applications to the management team
Communication/Customer Service
· Provide effective leadership and support to the customer support area of the administrative function
· Ensure that appropriate communications mechanisms with industry are maintained and further developed
Team development/People Management
· Manage and guide staff through organisational change and development initiatives
· Provide a supportive environment to enable a motivated, high impact and adaptable team that engages actively and openly
· Ensure provision of high quality induction and continuous professional development including on the job-training
· Plan for and identify future skills gaps/training needs within the team
· Oversee the development of staff including the development, with HRC, of individual training plans, and maintenance of training records and documentation
· Openly recognise good performance and promote a culture of performance improvement
QUALIFICATIONS AND EXPERIENCE
· Minimum of 3 years’ experience in an Senior administrative position
· Minimum of 2 years’ experience in managing teams (project team management also acceptable)
· A relevant qualification (e.g. management, information management etc..)
· Knowledge/experience of workflow and information systems, including ability to manage and report on various performance indicators and metrics
· Excellent communication skills including good report writing skills