The Facilities Department is responsible for the provision of a range of services, including:
The safe and comfortable occupation (by NTA staff and other accommodated personnel) of the NTA’s office location in Haymarket House;
Planning of office accommodation supply to meet the current and future needs of the NTA; and
Work activities carried out in or by persons based in the NTA’s office location.
Duties and Responsibilities
Assist in the work and administration of the facilities division. This includes ordering office supplies, building management, post management, and supporting the Facilities Manager in the management and delivery of projects;
Proactively manage the facilities Helpdesk ensuring all requests are logged and completed in a timely manner;
Maintain the Facilities Contract Register to the highest standard, to contain up-to-date information relating to all contracts with third party suppliers of facilities services;
Raise requisitions and assist in the management of budget for the properties, including rental and maintenance costs;
Carry out daily/weekly building inspections ensuring all office accommodation is maintained to a high standard and taking action where required;
Provide administration support for a variety of vendor documentation, including maintenance, catering, security, cleaning and plant equipment vendors, waste management and car parking;
Provide assistance in recording sustainability data;
Apply a continuous improvement approach and support ad hoc projects as they arise;
Lead by example in respect of occupational health & safety and compliance with statutory and contractual legislative requirements;
Assist with space planning, coordinating desk moves and maintaining up to date seating plans;
Support the development and implementation of occupational health and safety programs;
Assist with maintaining and updating the register of all First Aiders and Fire Wardens, and organise refresher training courses as necessary;
Liaise with Human Resources regarding employee requirements;
Sports and Social club - arranging activities for NTA staff; and
Any other tasks assigned to the role.
Note: The functions and responsibilities initially assigned to the position are based on the current organisational requirements and may be changed from time to time. The person appointed requires the flexibility to fulfil other roles and responsibilities at a similar level within the NTA.
Requirements
Have a minimum of a NFQ level 4 qualification or equivalent;
Have a minimum 2 years’ experience in facilities administration in a corporate environment;
Have demonstrable experience in the area of occupational health and safety in a corporate environment;
Have proficient IT skills, including Microsoft Office applications, to include MS Word and MS Excel; and
Have strong administrative and organisation skills.
Ideal Candidate
Have a proven ability to develop and maintain good working relationships with fellow colleagues and others, within and outside the organisation;
Have strong communication skills and the ability to negotiate both internally and externally with contractors, suppliers, and maintenance providers; and
Demonstrate the ability to prioritise and manage conflicting needs of the business.
Remuneration
Salary Grade: Executive Officer
Personal Pension Contribution (PPC) rate. This salary is payable to an individual who is required to make a personal pension contribution (PPC) to their main pension (in general those persons whose initial appointment to the Public Service is on or after 6th April 1995).
Non Personal Pension Contribution (non-PPC) rate. This salary is payable to an individual who is not required to make a personal pension contribution (PPC) to their main pension scheme.
Annual Leave: 23 days per annum. This leave is on the basis of a five day week and is exclusive of the usual public holidays.
Note: entry will be at point 1 of the scale and will not be subject to negotiation; different pay and conditions may apply if, immediately prior to appointment the appointee is already a serving Civil Servant or Public Servant; the rate of remuneration may be adjusted from time to time in line with Government pay policy.
Contract: Permanent Contract
Probation: There is a 6 month probationary period which may at the discretion of the CEO be extended to 10 months.
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