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Royal Irish Academy

Executive Assistant

Royal Irish Academy

  • Dublin City Centre
  • 20000 - 30000
  • Fixed term contract
  • Updated 18/03/2014
  • HR
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Description

The Academy is seeking applications for a 16 month fixed term contract position of Executive Assistant.

 

We do not require the assistance from agencies at this time.

 

The Royal Irish Academy: The Royal Irish Academy/Acadamh Ríoga na hÉireann is a publicly funded institution established for the promotion of learning in the sciences and humanities throughout Ireland. The Academy was founded by Royal Charter in 1785. Membership is by election and is open to people who have attained distinction in scholarship as evidenced by their published work. At its inception the Academy had 88 members; now there are over 460, divided almost equally between the sciences and the humanities and social sciences. The Academy maintains a network of committees representing specialist disciplines; through these committees it represents Irish scholarship internationally. The Academy’s home is Academy House, a historic building in the centre of Dublin, which houses a library of international importance, provides a forum for academic conferences and accommodates the great majority of the Academy’s
administrative, library and research staff.

The Digital Repository of Ireland: The Digital Repository of Ireland is an interactive trusted digital repository for contemporary and historical, social and cultural data held by Irish institutions. DRI works with common data and metadata standards, formats,
access rights, and research tools, and it will consolidate and make accessible social sciences, arts and cultural data, collections and audio-visual archives. This is an exciting project with a national mandate and a cross-disciplinary, energetic team.

 DRI funded partners are the Royal Irish Academy (RIA, lead institute), National University of Ireland Maynooth (NUIM), Trinity College Dublin (TCD), Dublin Institute of Technology (DIT), National University of Ireland Galway (NUIG), and National College of Art and Design (NCAD). DRI is partnering with cultural institutions such as the National Archives of Ireland and the National Library of Ireland, and is supported by a network of cultural,
public and social data institutions, and industry partners. The project is funded by the Irish Government's PRTLI Cycle 5 for €5.2M over four years, and started in September 2011.

For additional information please see www.dri.ie

The DAH Programme: The Digital Arts and Humanities PhD is a collaborative program between five of Ireland’s most exciting and diverse academic institutions: the National University of Ireland Galway, the National University of Ireland Maynooth, The Royal Irish Academy, Trinity College Dublin, and University College Cork. The program provides students with the opportunity to become pioneers in an exciting, emerging and innovative virtual academic landscape. Research and scholarship conducted on the  program will create the foundations for new disciplinary and technological approaches
for the arts, humanities, and industry.

The Position: The Academy is seeking applications to fill a fixed term contract position as Executive Assistant on the DAH programme. The successful candidate will join the DRI team in the RIA offices, Dawson Street, Dublin 2, and be responsible for providing administrative support for the delivery of outreach, educational and skills training events on behalf of the DRI/RIA for the DAH programme. The Executive Assistant will manage the
reporting, accounting, and logistics for events and training including inviting and hosting speakers; booking space and making hospitality arrangements, interfacing with student queries and the academic partners administration.  This contract is funded from the DAH grant allocated to the RIA.  The successful applicant must be in a position to start no later than the 1st May 2014.

 Reporting to the DRI Programme Manager, the Executive Assistant will be responsible for:

  • Working closely with the DRI Programme Manager on a day to day basis
  • Administrative support for the organisation of public outreach events and training workshops
  • Logistics for events including; issuing invitations, booking venues/space, hospitality,
    catering, preparation of meeting and event documentation.
  • Accounting for the project, including processing expenditure claims, invoices, updating project financial records, liasing with RIA Accounts Department.
  • Providing report preparation support for the project.
  • Interfacing with student queries and the academic partners administration.
  • Providing general administrative project support. 
  • Any other duties as assigned.

Qualifications and Experience: The successful candidate will be a self-motivated graduate with an excellent command of English. Candidates must have:

  • A relevant third-level degree or equivalent
  • Proven ability in oral and written communication
  • Fluency in Excel is essential
  • Evidence of being detail-oriented
  • Experience of working in a fast-paced environment and to deadlines
  • Evidence of strong organisational skills
  • Excellent interpersonal skills and the ability to operate flexibly as a member of this
    cross-disciplinary team
  • Excellent IT skills generally including Windows/Outlook/MS Word
  • Minimum of two years work experience or equivalent in the following areas:
  • Account administration
  • Event or workshop management

Salary:  The salary scale which will apply in this case will be: -

€21,600 to €36,841p.a. (15 points)

2013 Non New Entrant 

€19,440 to €33,157 p.a. (15 points)

2013 New Entrant

Candidates should note that entry point will be in line with Government pay policy.  The rate of remuneration may be adjusted from time to time in line with Government pay policy.   Salary is payable on the 15th of each month. Candidates should note that entry will be at the minimum of the scale and will not be subject to negotiation.

Hours of Work

The normal hours of work are 37 hours per week as follows:-

Monday to Thursday

9.00 a.m. to 5.30 p.m

with one hour for lunch

Friday

9:15 a.m. to 5:00 p.m

with 45 minutes for lunch 

Hours of work may be adjusted from time to time in line with government policy.  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.

Leave:  The annual leave entitlement is twenty-two days per annum, pro-rata for shorter periods and part time working. 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.  Annual Leave may be changed in line with government policy.

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.

Pension-Related Deduction :  This appointment is subject to the pension-related deduction in accordance with the Financial Emergency Measures in the Public Interest Act 2009.

Application Process:  For further information on the application process, please go to the following link,http://ria.ie/about/human-resources/vacancies/executive-assistant.aspx. Completed applications consisting of one electronic copy (with all documents contained in one MS Word file) as set out below must be submitted in the order as set out below:-

 

  1. A statement demonstrating how you meet the requirements for the post. 
  2. A curriculum vitae summarising your qualifications and relevant experience (max. 3 pages)

Applicants will be shortlisted on the basis of information provided in their application.

No agency assistance is required

Closing date:  The closing date for applications is Tuesday, 18thMarch 2014 at 12 noon.   Late applications will not be considered.

  The Royal Irish Academy is an equal opportunities employer 

Ref: RIA-DRIEA
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Royal Irish Academy

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