Working hours: 9AM - 5:00PM
35 hours per week across 5 days (Monday to Friday). From time to time the job holder may be asked to assist at weekends on a time in lieu basis.
We are looking for an Administrator to oversee administrative and clerical activities. In this role, you will provide staff with administrative support, organise company files, and arrange training internally with client and company. The right candidate will be adaptable, proactive, supportive, and detail-oriented. Our ideal candidate has experience as an Administrator or relevant administrative role. You should also be familiar with office software (e.g. MS Office), including word processors, spreadsheets, and presentations.
Key Responsibilities
Event & Booking Management
- Manage, create, amend, or cancel accommodation bookings on TCAS (accommodation software package).
- Record Bookings on Resource Booker (Venue Booking software package) for both internal and external clients
- Coordinate the setup and breakdown of venues, including accommodation and catering requirements.
- Handle allocations, registration, and check-in procedures for large-scale events.
- Facilitate occasional site visits for prospective clients or organizers.
Communication & Liaison
- Act as the primary point of contact for communication enquiries - in person, by phone and by email.
- Liaise directly with event organizers and group representatives.
- Collaborate with internal departments including Housekeeping, Security, Campus Services, Health & Safety, Maintenance, and Catering suppliers.
- Work with the Accounts department regarding invoicing, refunds, and deposit processing
Information & Data Management
- Ensure guest records and bookings are promptly and accurately maintained.
- Process contracts and formal requests for deposits.
- Distribute updated information reports to relevant departments.
- Manage and update online systems and web pages.
Guest Services
- Address guest and organizer enquiries, providing localized information regarding campus stays and visits to Maynooth or Ireland.
- Support management with occasional tasks related to events and marketing.
- Hands on event support, meet greet etc.
Essential Qualities
- Professionalism: Maintains a high level of professional conduct, a clean/smart appearance, and remains well-mannered and courteous.
- Integrity: Must be honest, hard-working, reliable, and trustworthy.
- Attention to detail: be able to demonstrate a high level of attention to detail and the ability to problem solve under pressure and without excessive supervision.
- Communication: Demonstrates excellent listening, verbal and written language skills.
- Must have fluent language skills in the English language as the university operates primarily in the English language.
- As this is a customer facing role the ability to communicate effectively in a highly diverse customer service environment.
- Ability to manage customer concerns or request in a calm and proficient manner.
- Resilience: Ability to work effectively and maintain composure under pressure maintaining focus on key tasks or the task at hand.
- Education to primary degree (Level 8) would be desirable. At a minimum a level 6 general education (Leaving Certificate or equivalent) is an essential requirement.
- Adaptability: Possesses the flexibility to meet changing demands, handle emergencies, and work unsociable hours when required.
- Team Skills: to be able to operate collaboratively or independently as appropriate, using initiative, professional discretion, and sound judgement.
- IT Skills: High level of proficiency in Microsoft 365 tools ( such as Excel, Outlook, SharePoint, Word, Powerpoint) with experience using databases
- Data Protection: Be able to demonstrate a full understanding of how the Data Protection laws, Client confidentiality and privacy, apply to the various tasks and behaviours expected in this Role.