Executive Administrator - Information & Compliance
Join to apply for the Executive Administrator - Information & Compliance role at University of Limerick
Executive Administrator - Information & Compliance
Join to apply for the Executive Administrator - Information & Compliance role at University of Limerick
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Recruitment Manager at University of Limerick
JOB SYNOPSIS
The Executive Administrator supports the Corporate Secretary's Office in ensuring compliance with legal and regulatory obligations in the areas of Freedom of Information, Data Protection, Access to Information on the Environment (AIE) Regulations and Ombudsman legislation. The successful candidate will play a key role in the efficient and effective operation of the unit.
Office of the Corporate Secretary
Contract Type: Permanent
University of Limerick is a research-led, energetic and enterprising institution with a proud record of innovation and excellence in education and scholarships. We value creativity, curiosity and excellence in our inclusive community which is committed to social good. Our motto Eagna chun Gnímh translates as Wisdom for Action reflecting our mission to contribute to the discovery of new knowledge for a better world.
Informal enquiries regarding the post may be directed to:
Data Protection Officer
Office of the Corporate Secretary
University of Limerick
The closing date for receipt of applications is Friday, 18th July 2025.
Applications must be completed online before 12 noon, Irish Standard Time on the closing date.
Please note your application must include:
A letter of introduction and a current CV indicating how you meet the criteria outlined in the Job description.
A completed online application form.
Are you currently legally entitled to work and reside in Ireland?
If you are not currently an EEA Citizen and have stated, you are currently legally entitled to work and reside in Ireland. You MUST upload a copy of your current Visa and Work permit in the attachments section application form, or your application will not be processed.
Please note your current work authorisation status must allow you to fulfil the terms of the contract on offer.
JOB PURPOSE:
The Corporate Secretary’s office has responsibility for the University’s governance functions, legislative compliance, corporate legal affairs, risk management, internal audit, the University’s Policy Management Framework and the visual arts collections.
The appointed individual will support the development and implementation of processes to ensure the University is in a position to comply with its regulatory requirements under legislation including Freedom of Information (FOI), Data Protection, Access to Information on the Environment (AIE) Regulations and Ombudsman legislation.
KEY ACCOUNTABILITIES:
* Ensure that FOI/data protection/AIE requests and related appeals/internal reviews are logged and processed as appropriate and within statutory deadlines under the direction of the Data Protection Officer.
* Maintain compliance and personal data breach logs, request files and update University web and SharePoint pages on compliance issues, including the University’s FOI Publication Scheme and published FOI Disclosure Log.
* Preparation of acknowledgement letters, drafting records schedules and decision letters to support compliance with records and access requests.
* Coordinate searches for records and undertake reviews of records sought under relevant legislation.
* As required under data protection law, manage registers of data processing activities, to include the central register.
* Review of third-party agreements in line with data protection requirements.
* Support the review of data protection impact assessments.
* Support the dissemination of records management guidance throughout the University.
* Support the provision of university-wide training on Freedom of Information, Data Protection and Records Management as requested.
* Assist in responding to queries from the Ombudsman and Ombudsman for Children as and when they arise.
* Manage files/records and website/SharePoint sites of the unit.
* Undertake such other compliance, governance and functional related projects as may be required by the Corporate Secretary from time to time.
CONTEXT:
Key Working Relationships & Contacts
* Reports to the Data Protection Officer on a day-to-day basis.
* Required to work closely with other staff in the Corporate Secretary’s Office as part of a seamless team environment.
* Required to develop strong working relationships with a diverse range and level of staff within the University and engage externally in an effective and customer focused manner as and when required.
Working Environment/Special Circumstances
* This is a demanding role with often competing priorities required against immoveable deadlines.
Job Boundaries
* The Executive Administrator, as well as implementing agreed actions, must be able to work on their own initiative, can analyse situations and develop effective problem-solving solutions.
* Administrative support activities to ensure effective delivery of services.
* Manage the implementation of processes to enable adherence to legislative requirements as set out in the job description and be able to contribute to the development of plans for such implementation.
* Exercise good judgment and effectively plan and prioritise work to meet designated deadlines with very strong attention to detail and accuracy.
* Excellent communication and time management skills. The ability to focus efforts and energy to successfully meet deadlines is essential.
* Maintain a very high level of confidentiality.
* Contribute to the development of operational plans in the context of fixed timelines
DIMENSIONS:
Customer: Manage relationships and communicate with key stakeholders both internal (e.g. students and staff incl. senior management) and external to the organisation (e.g. journalists, graduates, retirees, HR applicants, private citizens etc.)
Operational/Administration: The person appointed will be expected to show good judgement, observe confidentiality and work on their own initiative in fulfilling this role.
KNOWLEDGE, FUNCTIONAL SKILLS, EXPERIENCE & QUALIFICATIONS:
Knowledge
* The successful applicant must be able to demonstrate an understanding of the requirements of the role and of compliance in a public sector environment - Essential
* Knowledge of SharePoint – Essential
Functional/Work-based Skills
* Ability to manage conflicting priorities to immoveable deadlines in a fast-paced office environment. – Desirable
* Excellent attention to detail and analytical skills. - Essential
* Excellent verbal and written communication skills. - Essential
* High level of proficiency in MS office applications. - Essential
* Excellent customer care skills. - Essential
* Well organised, able to coordinate and progress tasks of post. - Essential
* Ability to manage competing priorities. - Desirable
Experience
* Must have at least three years’ experience working in a large, complex organisation including experience of interacting with all levels of management within that organisation. - Essential
* Experience in undertaking high level organisational and administrative tasks. - Essential
* Experience with liaising with external stakeholders. - Essential
Qualifications
* Higher Education/professional/technical or substantial acquired experience in a third level environment. – Essential
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Accounting/Auditing, Administrative, and Quality Assurance
* Industries
Higher Education
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