Administrative Officer Grade IV National Poisons Information Centre

Position Summary:

To provide administrative support within the National Poisons Information Service.

Principal Duties and Responsibilities

The position of a Grade IV Administrative Officer encompasses both managerial and administrative responsibilities which include the following

Administration

• Ensure the efficient day-to-day administration of the National Poisons Information Centre.
• Monitor email, and manage queries and follows up generated.
• Support the preparation and issuing of office documentation (correspondence, reports, etc) to the highest possible standard.
• Proofread documents, bind, photocopy, organise and maintain electronic and manual filing systems.
• Use appropriate technology to ensure work is completed to a high standard.
• Ensure that archives and records are accurate and readily available.
• Maintain confidentiality of documentation, records, etc.
• Ensure line management is kept informed of issues.
• Organise and attend meetings, briefings and training sessions as required.
• Take minutes at meetings and prepare for circulation following meeting.
• Assist with audits and research projects.
• Organise conferences, training days and outreach activities as required.

Chemical products notifications
• Liaise with commercial companies regarding notification of hazardous chemical mixtures.
• Review poison centre notifications on the ECHA PCN portal.
• Act as a focal point for queries from industry and refer queries to the Poisons Information Specialists or NPIC Manager as necessary.
• Keep accurate records of correspondence with industry and the information received.
• Liaise with the Accounts Department to ensure companies are invoiced correctly.

Service Delivery and Improvement
• Support quality improvement initiatives.
• Implement agreed changes to administration of the service.
• Encourage and support staff through change processes.

Standards, Policies, Procedures and Legislation
• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively.
• Maintain own knowledge of relevant regulations and legislation e.g. CLP, GDPR, Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, etc.
• Ensure consistent adherence to procedures within area of responsibility.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Selection Criteria:

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

• Leaving Certificate or equivalent.
• Proficient in Microsoft Word and Excel.
• Knowledge and experience of using an email system effectively.
• Extensive administration experience.
• Attention to detail and accurate typing skills.
• Good communication and interpersonal skills, with the ability to interact and network with all levels within and outside the organisation.
• Awareness of confidentiality, data protection and good record handling practices.
• Ability to work independently and as part of a team.

Desirable:

• Experience of document management systems and records management.
• Experience organising study days, conferences or events.
• Knowledge of bookkeeping and accounting practices.

Informal enquiries:

Patriciacasey@beaumont.ie