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09.03.2021

Receptionist/Executive Assistant
(24-month contract)

The National University of Ireland (NUI) is a federal university with four constituent universities and a number of other associated higher education institutions. At the centre of the federal university, NUI acts as a forum for the member institutions, provides services to them and their graduates and manages the central registers and archives of the University. NUI also undertakes a wide range of activities in the interests of promoting scholarship and research and contributing to educational, cultural, social and economic advancement.

The Role

The Receptionist/Executive Assistant will be a member of the staff of the Registrar’s office. Reporting to the Executive Administrator in the Registrar’s Office, the person appointed will be responsible for managing Reception, greeting visitors to the office, supporting the switchboard, dealing with incoming and outgoing post. In addition, they will provide daily administrative/clerical support principally to the Registrar’s office and also to other teams, from time to time.

NUI hosts a limited number of functions both on and off site each year. Some of these events are held wholly or partly outside normal office hours. The Receptionist / Executive Assistant will be required to be on duty during these events. In addition, the University organises elections from time to time and the Executive Assistant will also be required to provide support at these times.

Key responsibilities of the Executive Assistant will include:

1. Managing Reception area

2. Communicating with visitors

3. Managing switchboard

4. Updating databases and registers

5. Copying and scanning

6. Record-keeping, filing and archiving

7. Managing circulation lists

8. Arranging meetings

9. Making travel arrangements and other bookings

10. Providing information by phone to members of the public

11. Developing a level of knowledge in some aspects of NUI regulations to facilitate prompt service to callers

12. Providing support for NUI events held in house and in outside venues

13. Performing other related duties as required

14. Maintaining confidentiality in relation to NUI business

 

All applicants will receive an acknowledgement of their application once the closing date has passed. If you do not receive an acknowledgement of receipt of your application, or if you have any other queries regarding the application process, please email your enquiry to: registrar@nui.ie or phone Ann Milner on 01 4392421.

Full details and job specification can be found in the link below.

Application Procedure:

Completed applications should be submitted by email only to: registrar@nui.ie

Your application must include:

The closing date for receipt of applications is Friday 26th March 2021 at 5pm

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