The key responsibilities of the Programme Assistant - Business and Public Sector will include but are not limited to the following:
• Manage, develop and maintain internal database systems specifically the Purchase Order commitments database
• Process and ensure proper governance of Purchase Orders including support develop of Request for Tenders, Selection Reports and
• Co-ordinate service, information and support requests among client organisations including departmental mailbox management and liaising with business process outsourcing provider
• Co-ordinate administration of financial activities and reporting requirements
• Track and compile various department metrics e.g. events held, no people attended, training records, programme energy and emissions metrics etc.
• Manage team databases and co-ordinate programme files including optimising use of Sharepoint
• Act as website coordinator for the Business & Public Sector Department. Coordinate continual updates from each programme. Training in SEAIs content management system will be provided
• Provide support to events delivered as part of Business & Public Sector Department work programme including
o Sustainable Energy Awards,
o SEAI Energy Show
o Public sector conference
o Business energy conference
o Public sector monitoring and reporting annual training programmes and coordination with the support helpdesk
o Support different programmes coordinate and deliver a comprehensive programme of technical training, workshops and events
o Capture feedback from events summarising findings to programme managers
• Be a key point of contact for applicants to any new grant schemes both by phone and email
• Manage, develop and maintain all grant information in an efficient manner
• Assist with ad-hoc project requirements of the Department
• Help the Dept improve and become more efficient in how it administrates its programmes,
• Undertake any other duties/projects as may be required by SEAI from time to time
• Evaluate impact of support measures to improve effectiveness and value for money.
The functions and responsibilities assigned to this role are based on the current requirements stated above and may be changed from time to time. The candidate appointed to this role requires flexibility to fulfil other responsibilities across the Business and Industry Department.
To ensure that activity peaks within the Business and Industry Department are addressed in a proactive manner, it is expected that the candidate appointed to this role will need to be flexible in terms of working hours during these periods.
Key Knowledge and Skills
The knowledge and skills required include but are not limited to the following:
• Proactive approach to identifying administrative issues and helping resolve them
• Ability manage the administrative requirements of the Business & Public Sector Department
• Experience of working in an administrative role (e.g. government, industry)
• Strong customer service skills
• Excellent IT skills including familiarity with databases and very good knowledge of excel as a tool to manage information
• A capacity to foster a positive working relationship with colleagues and external stakeholders and to work effectively in multi-disciplinary team
• Good communication skills with an ability to work to direction and under supervision
• Be a self-starter with ability to initiate, take ownership and oversee areas of responsibility
• Ability to work under pressure and achieve tight deadlines with attention to detail
• Ability to multitask and manage competing demands
Experience and Personal Qualities Required
Essential Requirements
The successful candidate must be able to demonstrate
• Third level qualification or similar in a business, management or related area
• Previous experience in a customer/stakeholder service office environment
• Minimum of two years’ experience of working in an administrative role
• A strong team player with ability to foster a positive working relationship with colleagues and external stakeholders
• Ability to work on own initiative, proactive approach to resolving issues
• Well-developed IT skills
• Excellent communication (written and oral) and interpersonal skills
• Good numeracy skills