Senior Executive Assistant (0.8 FTE)

Department: Library

Contract type: Permanent

Reports to: Librarian or his/her nominee

Overview

Applications are invited for the position of Senior Executive Assistant (0.8 FTE) as part of the Library team based at the Royal Irish Academy. The Royal Irish Academy is a predominantly publicly funded institution established for the promotion of learning in the sciences and humanities across the island of Ireland. The Academy’s latest strategic plan for 2019–23 is available here: https://www.ria.ie/strategic-plan.

Key purpose of role

As a member of the library team the Senior Executive Assistant (0.8 FTE) provides high-level administrative, technical and clerical support to the Academy Librarian, Deputy Librarian and other library staff. The position requires a knowledge of library strategy, policy and operations, sound judgement and discretion, and the ability to prioritise and manage projects and outputs. The postholder will work closely with library staff and volunteers to provide services to library users as needed. The role also involves library petty cash management and the administration of reprographic and digital image orders.

Key accountabilities

• Provide executive support to the Academy Librarian, Deputy Librarian and other members of the library team by meeting administrative and clerical needs including minute and note-taking, filing, accounts and communications whilst exercising discretion, initiative and confidentiality at all times

• Prepare purchase orders and requisitions for payment of invoices, manage petty cash, maintain records for library financial transactions in electronic and print format, provide financial reports and record income from donations, reprographic requests, digital image orders etc.

• Contribute to library marketing activities including online communications (drafting copy for newsletters, editing web pages etc.), organise events (in person and virtual) and work with internal and external partners

• Manage calendar, meeting and committee schedules on behalf of the Academy Librarian, and maintain relevant mailing lists

• Coordinate the Library’s annual report, quality-improvement plan and strategic plan activities, in close consultation with the Academy Librarian, Deputy Librarian and other team members

• Undertake research and collate statistics to improve library processes and services, develop documentation and reports, and participate in relevant projects

• Coordinate the business of the Library Committee, the Irish History Online Management Committee and other committees, ensure that terms of reference and membership are up to date, and prepare agendas, minutes, actions and other documents for internal and external meetings and projects.

• Proofread, edit and format a wide range of documents including reports, contracts, agreements and statistical data

• Contribute to the development and maintenance of library policies and procedures, ensure compliance, and track and maintain a schedule for policy review

• Schedule and coordinate meetings, including room bookings, ordering refreshments and installing relevant equipment

• Provide service support in the Reading Room as needed and assist with annual cleaning and stocktake

• Undertake various tasks as assigned and required by the Academy Librarian or his/her nominee

Person specification

Essential qualifications

• A third-level degree and/or relevant qualification

• Three years’ experience in an administrative role

• Excellent written communication skills with the ability to research and produce high-quality written reports and other documents such as agendas, minutes and proposals

• Evidence of good organisational skills and the ability to establish priorities and work to deadlines

• Excellent interpersonal skills and the ability to exercise sound judgement

• Excellent IT skills including MS Teams, Word, Excel (for basic budget tracking and reporting), scheduling tools and electronic filing systems

Desirable qualifications

• Experience in a research or academic library

• Familiarity with Mailchimp, Salesforce or other contact management systems

• Experience of event management

Further Information

Salary: Salary is on the Executive Assistant Scale €34,934 – €40,968. Candidates should note that entry will be at the minimum of the scale and the rate of remuneration may be adjusted from time to time in line with government pay policy. Candidates should note that different pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant.

Hours of Work: The normal hours of work are 35 hours per week. This role is 0.8 FTE, and the hours of work will be 28 hours per week.

Overtime is not paid in respect of excess attendance which, should it arise, is discharged by time off in lieu at times agreed in advance with the Executive Director.

Leave: The annual leave entitlement is 22 days per annum, pro-rata for shorter periods. Entitlement to leave for public holidays is in accordance with the terms of the Organisation of Working Time Act 1997. There is a requirement to take up to four days annual leave where the Academy is closed at Easter and Christmas.

Medical: Staff shall, if required, and at the expense of the Academy, submit to a medical examination by a registered medical practitioner nominated by the Academy and shall authorise such medical practitioner to disclose and to discuss with the Academy the results of the examination and the matters which arise from it so that the Academy can ascertain any matters that they consider might impair a staff member from properly discharging his/her duties.

Pension: Details of the appropriate pension scheme will be provided upon determination of appointee’s status.

Permanent Pension contribution: This appointment is subject to the Additional Superannuation Contribution (ASC) effective from 1 January 2019.

Application Process

Completed applications consisting of one electronic copy (with all documents contained in one Word document) must be submitted to recruitment@ria.ie in the order as set out below:

• A brief cover letter demonstrating how you meet the qualifications and experience for the position (max. 700 words)

• A curriculum vitae summarising your qualifications and relevant experience (max. 4 pages)

Applicants will be shortlisted based on information provided in their application.

Please note: failure to fulfil the application requisites will deem the application invalid.

Closing date: 7 October 2022. Late applications will not be considered.

It is anticipated that interviews will be held week commencing week 17 October 2022.

Please note: Interviews will use competency-based questions.