PSMY-7 Commercial Centre Administrator
Contract: Full Time/Fixed Term
The Centre Administrator is an integrated team member in Tyndall's Commercial
Centre, supporting the Commercial Director and commercial staff across a range
of administrative activities in the day to day management of the centre. This
will involve working closely with the team members to ensure that the centre
operates effectively and delivers on its objectives. The Centre Administrator
will also support the development and implementation of effective financial,
budgetary, quality, client engagement and marketing processes which are key to
our success.
As the Institute grows and changes it organisation to meet its objectives
this role will require the Commercial Centre Administrator to support the
administration needs of the IERC Research Centre as a subset of the
responsibilities below.
Key responsibilities
Efficiently manage all aspects of administration for the centre on a day-
to-day basis.
Support all administrative needs of the commercial centre team.
Support the Head of Centre in the development and management of
appropriate administrative structures and procedures.
Support the Commercial Director, Business Development and Marketing teams
with centre KPI reporting.
Deal with complex and non-routine queries from staff and external contacts
where relevant.
Organisation of, and full participation in team meetings with accurate
minute taking and coordination of follow up actions.
Support the Marketing and Communications team in the development of
marketing materials, communications and related activities.
Maintain an awareness of the commercial activities of the centre, from
client engagement to marketing and out-reach, so as to maximise the
effectiveness of the team.
Own the administration of the Salesforce CRM, working with the Head of
Centre and external service providers to ensure effective implementation
and effectiveness of the platform.
Manage and provide support for external commitments of the team, including
board meetings, conference organisation, external committees and liaison
with external clients and stakeholders.
Administer all relevant budgetary responsibilities including purchasing
and cost controls for the Centre.
Define and publish financial updates and analysis as may be required by
the centre and other functional units in Tyndall.
Provide support for incoming visitors and for related seminars/workshops,
including any travel arrangements/accommodation and facilities
arrangements as required.
Provide support for the centre team's travel arrangements/accommodation
and facilities needs.
Process all procurement for the centre, including related paperwork.
Process expenses claims for the centre team.
Liaise with finance and other operational functions as required.
Arrange the team's centre meetings and other centre-related activities and
provide required support and follow-up.
Liaise with the appropriate Tyndall functions concerning quality,
security, safety, maintenance and IT.
Provide support to the Office of the CEO and other centre administrator
positions from time to time as required.
Support events organised by Tyndall centrally as required.
Develop and manage an efficient tracking and filing system to allow for
immediate access and retrieval of all documentation.
Ensure strict confidentiality and discretion on all
recruitment/budgetary/financial and staffing matters.
Ensure adherence to all relevant Tyndall/UCC procedures and policies as
required.
Ensure all activities are compliant with the Tyndall Quality Management
system.
Ensure all activities are compliant with the required Health and Safety
standards.
Undertake other appropriate duties as assigned from time to time by the
Commercial Director.
Carry out any additional duties as may be reasonably required within the
general scope and level of the post.
Essential criteria
5 years' experience in a similar role at a similar level.
Professional, discreet and confidential in approach at all times with an
accommodating and efficient manner.
Previous experience in a client-facing, sales or marketing operations
environment.
Third level qualification in a relevant area.
Previous experience of supporting senior executives in a fast moving
environment. e.g. diary management, executive reporting, travel planning
et al.
Previous experience of client-facing CRM, purchasing management systems,
purchase order tracking and related documentation.
Previous financial administration experience in a challenging role.
Concise and effective written communication skills.
Digital proficiency and the ability to quickly acquire advanced skills
with tools such as the Microsoft Office suite of products (i.e. Word,
Excel, PowerPoint, Access, etc.), sales and marketing tools (such as
Salesforce CRM, Survey Monkey, Eventbrite et al).
Desirable criteria
Direct, hands-on experience with the Salesforce CRM platform and other
sales & marketing tools (as listed above).
Ability to be effective in a collaborative, matrix organisation and
influence outcomes from other teams.
Excellent organisational, communication and interpersonal skills with an
eye for detail. Ability to multi-task and a flexibility and willingness to
work additional hours when required.
Ability to work on own initiative, both independently and as part of a
team.
Strong customer service orientation with the ability to work effectively
to achieve tight deadlines.
Appointment may be made on the SEA Scale B (new entrants) salary scale
€34,982- €49,543 per annum. Salary placement on appointment will be in
accordance with public sector pay policy.
Informal enquiries can be made in confidence to Commercial Director Peter
Smyth at [email protected]
Closing date of applications is 17th February, 2023
Application Instructions
Step 1 - candidates should apply in confidence by clickinghere to download
and complete the application form and indicate the Job Reference PSMY-7
Step 2 – return the completed application form, together with your CV and
motivation letter [email protected]
Please ensure that your motivation letter, CV and application letter are
submitted in pdf format.
For an information package including full details of the post, selection
criteria and application process click here.
Please note that Garda vetting and/or an international police clearance check
may form part of the selection process.
The University, at its discretion, may undertake to make an additional
appointment(s) from this competition following the conclusion of the
process.
Please note that an appointment to posts advertised will be dependent on
University approval, together with the terms of the employment control
framework for the higher education sector.
At this time, Tyndall National Institute does not require the assistance of
recruitment agencies.
Tyndall National Institute at University College, Cork is an Equal
Opportunities Employer.
