Administrator - EU Funded Programmes

IrishJobs

Ireland

Ireland

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À propos

Role Requirements Role Requirement 1 Customer Support Delivery of excellent levels of service to grantees/beneficiaries/implementing bodies/stakeholders and colleagues, meeting specific activity metrics and the expectations as outlined in Unit strategies. Responsibility and accountability for management of all queries within agreed service level agreements (SLA's), in a solution-focused manner. Review and analyse information received from grantees/beneficiaries/implementing bodies/stakeholders and colleagues against programme rules, guidance, policies and procedures. Proactively support grantees/beneficiaries/implementing bodies/stakeholders and colleagues in relation to reporting, submission of event registrations, grant applications and providing and updating information and key details. Manage the organisation of seminars, conferences, and training sessions for grantees/beneficiaries/implementing bodies/stakeholders and colleagues participation in these as required. Support beneficiary groups in meeting financial and progress monitoring requirements. Support management of escalated queries/risks by support officers and highlight/ escalate issues that cannot be resolved or that require management/Department attention. Work with other team colleagues in the provision on-going training and support to grantees/beneficiaries/implementing bodies/stakeholders. Contribute to quality improvements and simplification of processes for both internal and external customers. Ensure GDPR and data controls meet required standards in all dealings with customer/ client and stakeholder communications. Liaise with the Programme Administration Support Unit as required. Role Requirement 2 Administration & Operations Support Ensure efficient and effective processing of grant applications, appraisals and event management tasks and processes. Respond to internal/external queries and information requests, as appropriate in relation to operational activities. Work in collaboration with other PDU colleagues to ensure smooth and efficient upstream and downstream processes. Assist in the identification and reporting of issues of risk and complete follow up activities in relation to compliance reports. Ensure accuracy and integrity of information and data on My Pobal or other programme systema s appropriate and all data management functions and support any quality improvement processes in this regard. Support all aspects of UAT planning and execution. Develop and maintain clear, concise instruction on grants administration policies and procedures. Appraise and review applications within scope and perform verification checks and/or review of progress reports for an allocated caseload. To provide admin support in the organisation and minute taking of internal management and Departmental meetings Assist with the development of tools to deliver information requirements, including costing analytics, financial and statistical data and variance analysis. Take responsibility for document management ensuring all programme and relevant unit files and folders are version controlled and stored in an appropriate and accessible location. Role Requirement 3 Team Support Monitor contact channels and systems to resolve or escalate any issues that may impact on the team's ability to deliver services. Review the work of Support Officers and provide feedback and support where required. Engage in daily support and communications within the team so that all customer queries are actioned and resolved in a timely, efficient, and knowledgeable manner. Act as a point of support and escalation and advise where other team members require additional assistance to manage particular stakeholder issues and requirements. Create and maintain a high-quality work environment so team members are motivated to perform at their highest level. Co-ordinate administration support within the relevant delivery unit. Co-ordinate the administration support for cross-directorate programme teams. Work with teammates to develop knowledge and foster a learning culture whilst continuing to develop own knowledge of programme rules, guidelines escalation paths etc. Perform quality checks on team's outputs and gather feedback to support Team colleagues in identifying trends and improve service offering. Role Requirement 4 Service Excellence Provide ongoing evaluation of processes and procedures; suggest methods to improve area operations, efficiency and service to customers. Ensure standard responses, SOPs and training documents are kept relevant and up to date. Seek to understand impacts of and adapt to change. Agility to be able to assist other Team's at busy periods to ensure appraisals and another grant work is delivered to an agreed timeframe. Required Experience 2/3 years minimum administration experience, preferably in a customer service environment. Strong organisational skills and the capacity to review the work of colleagues. Proficient in MS packages e.g. Word, Excel, Outlook, programme databases, SharePoint portals, Dynamics 365. A proven customer service ethos with strong relationship building skills across business teams and external stakeholders. Knowledge of workings within the community/voluntary/public sector Qualifications Relevant Third Level qualification (e.g. degree) is desirable To be considered for this role you will be redirected to and must complete the application process on our careers page. 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TLNT1_IJ

Ireland

Compétences linguistiques

English

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