Senior Administrative Assistant (Grade 5)

Forsa is a membership led union: we empower workers to change their lives at work. We build worker power by engaging every worker in the jobs and workplaces that we organise.

Overview of the Role

Working closely with the Administrative Officer - Office of the General Secretary and Deputy General Secretary - Operations, and the Data Protection Officer, theSenior Administrative Assistant will help provide exemplary administrative support to the office of the General Secretary and Deputy General Secretary - Operations and the broader Operations team.

Using a range of technology tools, including Microsoft Office (including Word, Excel, Forms, and Teams), you help ensure that administrative support is provided in three broad areas of responsibility:

• Working as part of the administrative team which supports the offices of the General Secretary and Deputy General Secretary - Operations and the broader Operations team
• Assisting the Data Protection Officer with compliance
• Providing administrative support for the successful delivery of the Biennial Union Conference

Working for Forsa

As an employer, Forsa is committed to modelling the values of our union: we provide excellent benefits including a career average pension scheme, competitive annual leave and other flexible work arrangements, and a range of financial and practical supports for professional development.

The initial salary for this position will be within the grade 5 scale:

52,761 | 54,337 | 55,946 | 57,589 | 59,244; long service increments 61,173 LSI1 | 63,109 LSI2

Forsa welcomes applicants from diverse backgrounds, including diverse professional experience. You may have developed skills in the trade union, public, private, or non-profit sectors. A demonstrated commitment to the values of social justice, a strong public service, and workers' empowerment is essential.

Forsa does not discriminate on the basis of gender, marital or family status, age, disability, race, religion, sexual orientation, or membership in the Traveller community.

The position is based in Forsa's Dublin city centre headquarters. It is primarily an in-office post. Due to the time-sensitivity and nature of many elements of the role, the post holder will be based in the office at least four days a week.

About Your Team

• You report to the Administrative Officer - Office of the General Secretary and Deputy General Secretary - Operations. You are accountable to the General Secretary and Deputy General Secretary - Operations
• You will work closely with colleagues across the broader Operations function, including Data Protection, Facilities, and others
• You will work as part of the cross-functional team that ensures that the Biennial Union Conference runs smoothly

Key Responsibilities & Duties

• Answer and direct queries from a variety of internal and external stakeholders
• Assist with compliance-related administration and data subject access requests under the direction of the Data Protection Officer
• Assist with the monitoring of special-purpose inboxes (e.g. dpo, bursaries, gaeltacht, benevolent fund, info@) and respond or redirect queries where appropriate
• Carry out tasks on behalf of the team, including drafting and sending letters and emails, document management, scanning and archiving files
• Provide efficient and accurate administrative support to the offices of the General Secretary and Deputy General Secretary - Operations as part of a team, including document creation, correspondence, meeting planning and set up, large document printing and collation, and support
• Assist with the preparation of reports
• Digitise filing and archiving as required
• Provide administrative support for the Biennial Union Conference
• Travel to the Biennial Union Conference hotel to assist when required
• Ad hoc administrative support to functions within the broader Operations team
• Other reasonable administrative duties as may be required

Hours

This is a full-time (35 hours per week), permanent position. You will be expected to be available during normal office hours; however, due to the nature of the job, work outside of normal office hours and over weekends may arise on a very occasional basis.

Travel

The role will require some travel within Ireland - frequent travel may occur in the lead-up to the Biennial Union Conference. Travel and Subsistence payments are made within the Civil Service rates and conditions.

About You

• You have demonstrated good judgment and have experience working with sensitive information
• You have a solid understanding of GDPR compliance or are willing to learn
• You have demonstrated experience of excellent administrative and organisational skills
• You enjoy working in a fast-paced, busy environment
• You are comfortable interacting with people from a variety of backgrounds
• You are discreet and empathetic
• You have excellent writing skills, and experience writing letters and other correspondence in a professional setting
• You pay attention to the details and like to identify ways to improve how you do things at work
• You are efficient and good at planning your tasks and time
• You are highly skilled at the Microsoft Office suite (Word, Excel, Forms, PowerPoint, Outlook, and Teams)
• You are resourceful and enjoy finding ways to improve quality and efficiency
• You are comfortable working with databases and digital files
• You enjoy using technology as well as learning and applying new skills and tools
• You have permission to work in Ireland

It would be nice, but not necessary if you have

• Formal training or qualifications in business skills
• Formal training or qualifications in data protection and/or compliance

To Apply

Submit your cv and a brief cover letter addressed to Katie Morgan, Deputy General Secretary - Operations via this form by 12 noon on 14 August.

Applicants must also complete tests in verbal reasoning and Microsoft Word and Excel prior to the application deadline. Applicants must register at Test Partnership by 06:00 on 14 August and complete the tests by 12 noon on 14 August.

Applicants who progress to the next stage of the selection process will be invited to an interview on 20 August.

Questions?

Email [email protected]

Please note that applications cannot be accepted via email; any cv's or other documents submitted by email will be deleted.

Forsa offers detailed feedback to candidates who attend interviews. Unfortunately, it is not possible to provide feedback to all applicants.