Administrative Assistant

JOB SPECIFICATION TITLE Administrative Assistant - Permanent, Full Time REPORTS TO Managers, Regulatory Affairs & Compliance Building (RACB) JOB ENVIRONMENT The Food Safety Authority of Ireland (FSAI) is a statutory, independent and science-based agency, dedicated to protecting consumer interests in the area of food safety and hygiene by raising compliance through partnership, science and food law enforcement.
JOB PURPOSE The RACB team provides strategic leadership for regulatory affairs; supports the official agencies in the regulation of the food industry; prepares and issues guidance on enforcement and compliance with food law; and provides advice to Government on food safety policy, regulatory issues and food legislation.
The RACB area deals regularly with food business in relation to food legislation including food hygiene, compositional, food supplements, labelling, e-commerce and import/export requirements and provides training services for both official agencies and industry.
The appointee will be responsible for providing an effective and efficient administration support service, as part of an administration team, including handling multiple tasks within tight time frames.
The person will work in a multidisciplinary environment, and must work well under pressure while contributing to the provision of a high quality service.
The appointee will be mindful of the need for a high level of confidentiality and responsiveness to changing priorities.
BENEFITS A competitive salary.
The salary for this position is as follows: €28,949 - €30,799 - €31,710 - €32,655 - €34,003 - €35,352 - €36,703 - €37,683 - €38,805 - €39,741 - €41,024- €42,304 - €43,585 - €44,819.
As per the current Government pay policy, the starting pay for this position will be at the minimum point of the pay scale for the position (first point on scale).
If you are currently a serving civil or public servant, your entry point to the pay scale may be higher based on your current salary.
Please note the rate of remuneration may be adjusted from time to time in line with Government pay policy.
Comprehensive benefits package, including annual leave of 23 days per year, and membership of FSAI's pension scheme.
Flexible working arrangements underpinned by the FSAI Blended Working Policy - this currently involves an average attendance in the office 2 days per week.
The FSAI office is located in The Exchange, George's Dock, IFSC, Dublin D01 P2V6.
There is a hybrid work model in place with two days attendance per week required.
Excellent opportunities for professional development.
A dynamic and collaborative work environment dedicated to public service and excellence.
FSAI INTERVEIW DATES It is anticipated that FSAI will meet shortlisted applicants on Monday, 23rd, and Friday, 27th of September.
KEY ACCOUNTIBILITIES Provide administrative support to the RACB managers and other nominated staff.
Work is varied and can include minute-taking, audio typing, compilation and editing of reports, scheduling meetings and email inbox management.
Deal with routine correspondence on own initiative.
Maintain an efficient filing, electronic diary and records system.
Manage a computerised file management system.
Dealing with and screening queries from the public, food inspectors and laboratories, industry, visitors, staff and others.
Coordinate arrangements for meetings and conferences.
Act on behalf of the Managers with reception arrangements for visitors to the office.
Administrative support for FSAI led working groups, fora and networks.
Coordination and administration of FSAI training programmes Schedule and manage divisional travel programme for staff as required.
Carry out such other duties as required.
REQUIRED SKILLS AND EXPERIENCE A leaving certificate or equivalent Relevant administrative experience A high level of computer proficiency: the standard business software in the FSAI is Microsoft Windows 10 Enterprise and Microsoft Office 365 with an emphasis on Outlook, Teams, Excel and PowerPoint.
An ability to maintain high levels of confidentiality.
REQUIRED COMPETENCIES Teamwork Shows respect for colleagues and co-workers.
Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate.
Offers own ideas and Understands own role in the team, making every effort to play their Information Management / Processing Approaches and delivers all work in a thorough and organised Follows procedures and protocols, understanding their value and the rationale behind Keeps high quality records that are easy for others to Draws appropriate conclusions from Suggests new ways of doing things better and more Is comfortable working with different types of information, g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc.
Delivery of Results Takes responsibility for work and sees it through to the appropriate next Completes work in a timely Adapts quickly to new ways of doing Checks all work thoroughly to ensure it is completed to a high standard and learns from Writes with correct grammar and spelling and draws reasonable conclusions from written Identifies and appreciates the urgency and importance of different Demonstrates initiative and flexibility in ensuring work is Is self-reliant and uses judgment on when to ask manager or colleagues for Customer Service & Communication Skills Actively listens to others and tries to understand their perspectives/ requirements/needs.
Understands the steps or processes that customers must go through and can clearly explain Is respectful, courteous and professional, remaining composed, even in challenging Can be firm when necessary and communicate with confidence and Communicates clearly and fluently when speaking and in Specialist Knowledge, Expertise and Self Development Develops and maintains the skills and expertise required to perform in the role effectively, g. relevanttechnologies, IT systems, spreadsheets, Microsoft Office, relevant policies etc.
Clearly understands the role, objectives and targets and how they fit into the work of the Is committed to self development and continuously seeks to improve personal Drive & Commitment to Public Service Values Consistently strives to perform at a high level and deliver a quality Serves the Government and people of Is thorough and conscientious, even if work is Is enthusiastic and resilient, persevering in the face of challenges and Is personally honest and At all times, acts with This job description is subject to change from time to time, in line with the FSAI's work requirements.
DIVERSITY, EQUITY, INCLUSION AND BELONGING The FSAI is committed to a policy of Equal Opportunities.
The FSAI's vision is to be a leader in diversity, equity, inclusion and belonging in the Irish public sector.
The FSAI and its staff is committed to: Treating all people equally and respectfully Being equitable and fair by working to attract and develop a diverse workforce and ensuring that individuals feel valued in their workplace.
Being inclusive and seeking out and learning from multiple perspectives.
FSAI STRATEGY AND VALUES This FSAI's current strategy sets outs our vision, mission, values, strategic goals and objectives for the period 2019 - 2024.
Our vision of safe and trustworthy food for everyone and our mission of protecting consumers and raising compliance through partnership, science and food law enforcement is fulfilled through working closely with all our stakeholders.
The following corporate values and behaviours underpin the working environment at the Food Safety Authority of Ireland and assist us in delivering on our strategy: Teamwork: We develop and inspire people to build a better organisation by collaborating with colleagues, both internally and externally, in a way that is aligned to and promotes our core values.
Integrity: We are honest, open and independent in all we do.
Respect: We act with respect and personal responsibility.
Passion: We are passionate about protecting consumers.
Transparency: We conduct our work activities with openness and through open and clear channels of communications to promote great awareness of what we do.
Collaboration: We recognise and value our partners.
More information can be found at Data Protection and the Recruitment Process __________________________________________________ Confidentiality Candidate confidentiality will be respected at all stages of the recruitment process.
All personal information provided on the application documents will be stored securely by the FSAI and will be used solely for the purposes of processing your candidature.
Legal compliance The FSAI is committed to complying with all relevant legislation over the course of this recruitment campaign.
This includes, but is not limited to, the Employment Equality Acts 1998-2015, the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and the Freedom of Information Act 2014.
Protecting personal data Personal data is collected and processed as part of the recruitment process.
This section sets out the relevant information under the following headings: Personal data collected Lawful basis for processing personal data How your information may be shared How long your information may be stored Your data protection rights Personal data collected The FSAI collects personal data from prospective candidates as part of the recruitment process.
In meeting its data protection obligations, the FSAI is committed to being accountable and transparent about how it gathers and processes this information.
The General Data Protection Regulation (GDPR) defines 'personal data' as meaning any information relating to an identified or identifiable living individual.
It defines types of 'personal data' as being name, address, date of birth, etc.
The GDPR also sets out 'special categories of personal data' for more sensitive information which include, for example, data concerning health.
Lawful basis for processing personal data The FSAI processes personal data provided by you in your application documents during the recruitment process on the lawful basis of 'consent'.
Your consent is required in order to process any personal data provided in the application for the specific purpose of progressing an application through the recruitment process.
Contractual In the case of a successful candidate, personal data provided during the recruitment process may form the basis of the contract of employment.
Legal obligation Personal data of prospective candidates and current employees (full-time, part-time, contract and agency) are processed on the basis that they are required for the FSAI's compliance with legislation (e.g., employment legislation).
How your information may be shared Your information may be shared with other parties as part of the recruitment process.
Where this occurs, information is shared by necessity and in confidence.
How long your information may be stored The FSAI has a Data Retention Policy that it applies to all information it stores.
This policy is updated on an ongoing basis to keep pace with all relevant legislative changes.
Unsuccessful candidates For those individuals who have been unsuccessful in the recruitment process, all information provided to the FSAI will be retained by the FSAI for a period of no more than 12 months.
At the end of this period, or if you withdraw your consent, your information will be securely destroyed.
Successful candidates For those individuals who have been successful in the recruitment process, all information provided to the FSAI will be placed on your employee file.
It will be retained during the course of your employment with the organisation and for an appropriate period thereafter.
At the end of this period, or if you withdraw your consent, your information will be securely destroyed.
Your data protection rights You have rights in relation to the personal data collected, processed and stored by the FSAI.
Further information is available on our website under the heading 'Data Protection and Access Requests.'
That section outlines what your data protection rights are and how to make a Data Subject Access Request to the FSAI.
Further information If you have any questions or would like to make a Data Subject Access Request, you may contact the Data Protection Officer (DPO) at the FSAI.
The contact details are as follows: By post Data Protection Officer Food Safety Authority of Ireland The Exchange George's Dock IFSC D01 P2V6 By email Skills: Administration Microsoft suite attention to detail