PA to Engineering Manager

Engineering Office Manager, State Organisation

Location; Office based, Merlin Park, Galway

Salary: €50,000+ with annual increments thereafter

Working Hours; 35 hour working week, Monday - Friday

Duration; Ongoing contract, minimum 2 years with State Organisation

Role; Efficient day to day Technical administration support, Safety, Environmental  and Personal Assistant to the Engineering /Construction/Estates Manager

Department Function; This department provides a range of professional, technical, project management, property, fire & safety and related services in respect of the procurement, development, operation and maintenance of the health service’s physical infrastructure including buildings, plant and equipment.

These services include design, specification, project management, supervision and procurement associated with major and minor capital building and refurbishment works, risk and asset management, property services, fire, health and safety issues etc.  

Principal Duties

·      Collaborate with the Estates Manager on a daily basis to establish and/ or revise the requirements of the day and future planning.

·      Maintain a high level of organisation and administrative excellence and efficiency.

·      Be responsible for day-to-day security of the work area, including fire and physical hazards.

·      Deal appropriately, professionally and effectively with all communications and queries, and visitors to the office.

·      Be focal point for contact and ensuring welcoming / supportive interface with stakeholders

·      Highlighting relevant matters, prioritise as appropriate to ensure timely follow through

·      Maintain a working knowledge of new legislation as necessary

·      Advance actions on correspondence received

·      Acknowledging correspondence and in the case of absence/ unavailability of the manager follow through for action upon return.

·      Disseminating correspondence as appropriate to wider Estates Team and co-ordinate responses where required

·      Prepare draft responses for review, modification and sign off and send accordingly.

·      Have an understanding of this correspondence to ensure you can update the manager as required.

·      Maintain robust system for responding to Parliamentary Questions (PQs) and representations (Reps) from Public Representatives

·      Responsible for the monitoring and responding all PQs/Reps within timeframes.

·      Draft responses on behalf of the manager for approval.

·      Assist Estates Manager and wider Estates Team in managing regulatory and compliance obligations.

·      Ensure all appropriate information and circulars/memos are circulated to the relevant personnel and a process for maintaining same.

·      Provide full secretarial support to the EM and wider Estates Team as appropriate.

·      Be POC

·      Organise all meetings, prioritising, and reprioritising diary/ schedule of meetings according to requests, book and set up of meetings, booking and setting up of virtual meetings, meeting rooms, catering arrangements and meet and greet external attendees.

·      Manage correspondence dealing with emails and incoming post, and prioritising and routing as appropriate in a timely and efficient manner.

·      Draft communications on behalf of the manager

·      Progressing incoming issues and concerns to the EM in a professional and confidential manner.

·      Dealing with less complex matters directly ensuring urgent matters are brought to the attention of the EM

·      Manage EM diary and organising meetings and appointments.

·      Ensuring all EM post is processed within an agreed timeframe.

·      Coordinate internal diaries and meetings with other members of the Estates team and external stakeholders.

Health & Safety

·      Developing a Site Specific Safety Statement (SSSS) for the department/service , as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

·      Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.

·      Consulting and communicating with staff and safety representatives on OSH matters.

·      Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.

·      Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with set procedures .

·      Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

·      Reviewing the health and safety performance of site and staff through, respectively, local audit and performance achievement meetings for example.

What you need;

·      Similar Clerical Officer experience, ideally in statutory health agencies or similar

·      Demonstrate knowledge/experience in supervising staff and knowledge of policies relevant to position.

·      Excellent computer skills particularly Microsoft Office, Outlook etc.

·      Third level qualification of at least level 6, Ireland (QQI).

·      Demonstrate the ability to work in line with relevant policies and procedures

Competencies

·      Planning and Managing Resources

·      Commitment to a Quality Service

·      Evaluating Information, Problem Solving & Decision Making

·      Team working

·      Communications & Interpersonal Skills

 Send your CV and a detailed summary of your relevant experience to; [email protected]

Closing date for applications February 17th 2025