Nuacht
Nuacht, Deiseanna | 13 Feabhra 2025
Recruitment call: Administration and Operations Coordinator - now closed.
We are seeking to recruit an Administration and Operations Coordinator
Closing date for applications: 7 March 2025
Are you passionate about working with people and are you interested in a role that directly supports the day to day running of a dynamic cultural organisation in Dublin? If so, then we are looking for you!
We are seeking an Administration and Operations Coordinator to help achieve our ambitious aim to connect the citizens of Dublin through culture and conversation.
Dublin City Council Culture Company runs cultural initiatives and buildings across the city with, and for, the people of Dublin. The Operations department is responsible for supporting the work of the company. Its main areas of focus are Human Resources management, Building Maintenance, Health and Safety management, Governance, Procurement, Compliance and Collections Management. The team currently consists of a Head of Operations, a HR and Staff Development Manager, a General Manager, a Collections Manager and a Facilities Coordinator. The Administration and Operations Coordinator will support the team in their various functions as well as completing their own task list.
This role will provide administrative support to all aspects of the Operations Department and is therefore ideal for anyone interested in learning the width and breadth of a busy operations department.
Function and role specification
This role is part of the Operations department and reports directly to the General Manager. The Administration and Operations Coordinator will play a key role in ensuring the smooth day to day running of our offices and buildings, by providing general administrative support and practical operational support to our programmes and departments.
Some of what you’ll be doing:
As directed by the Head of Operations, ensure official paperwork is done in a timely manner.
Arrange Purchase Order numbers, quotations and invoices in line with the financial procedures of the company.
Assist in the filing of procurement records.
Arrange and complete monthly stock level checks and any purchasing as needed for general office equipment including stationery, cleaning products, kitchen materials or facilities management.
Assist in the updating of the company customer record management system (Insightly) for the Operations Department, promoting its use and improving connectivity across the organisation.
Arrange post, couriers or deliveries as requested.
Manage company email addresses and, with instruction from the HR and Staff Development Manager, administering company devices.
Work with the HR and Staff Development Manager to ensure HR records are up to date and complete. These will include HR trackers, time sheets and other records as used by the company for HR.
Support the administration of the schedules, invoicing and visit of external facilities companies for regular maintenance works.
Support in the research and administration surrounding the engagement of new suppliers.
Any other administration work or errands that has been reasonably requested by the Operations team.
Role requirements:
Essential criteria
Minimum of two years of administration, office management or equivalent experience.
Exceptional administrative and organisational skills.
Proficiency across Google Workspace (Gmail, G Drive, Google Docs, Google Sheets, Google Meet, Google Chat).
Excellent verbal and written communication skills with proficient typing skills.
Accuracy and attention to detail.
Desirable criteria
An understanding of the work of Dublin City Council Culture Company and its ambitions.
An interest in culture.
The ability to prioritise workload, multitask and organise around different schedules.
Person specification
The ideal person for this role will be:
communicative with excellent interpersonal skills, with experience in working across a multidisciplinary team and with a wide range of suppliers.
self-confident and with a willingness to learn.
a skilled diary manager, with the ability to coordinate and schedule as required.
accountable and reliable.
an excellent multitasker with the ability to to prioritise when needed.
Position summary:
Post Title: Administration and Operations Coordinator, Dublin City Council Culture Company
Post Status: Fixed Term Full Time Contract for two years; a six month probationary period applies.
Location: Dublin City Council Culture Company HQ, 14 Henrietta Street, Dublin 1, D01 HH34 and other locations where the company works.
Reports to: General Manager, Dublin City Council Culture Company.
Key relationships: HR Manager, Facilities Coordinator, General Manager, the wider Operations Team and cross-departmentally specifically the Visitor Experience Coordinators, Venue Managers
Salary: €34,811 gross per annum
Pension: A contribution of 10% of salary will be made to an agreed pension savings scheme subject to the individual contributing a similar percentage.
Reward and recognition: All Dublin City Council Culture Company employees participate in the performance review and appraisal process annually. This process measures performance, considers training and development opportunities and is used to determine any reward (pay or annual leave increases) that may be applicable.
Other benefits: Other Employee benefits include Employee Assistance Programme, Income Protection Insurance, Cycle to Work Scheme, Taxsaver Commuter Ticket Scheme for public transport to and from work, access to certified training and opportunities for professional development in your role. See the Employee Benefits PDF download below.
Downloads
How to apply
Applications are now invited from applicants who meet these published requirements. Applications must include the following:
CV, including the names and contact details of two referees. Referees referees will not be contacted without prior permission.
A one-page letter citing your specific skills, knowledge and experience relevant to the role specification and requirements.
Completed applications should be sent by email only to recruitment@dublincitycouncilculturecompany.ie with “Administration and Operations Coordinator” in the subject line. Applications received after the closing date and time will not be accepted.
Closing date for this application is 7 March 2025.
The information supplied in your application will be reviewed against the requirements set out in this notice by a panel.
Dublin City Council Culture Company reserves the right to shortlist applicants and/or call people for an interview.
We envisage that any resulting first round interviews will be held during the week beginning 17 March.
The interviews will be in the format of competency based questions related to the specific role responsibilities and required criteria outlined within this recruitment process. In the interests of promoting accessibility all candidates who are invited for an interview will receive the interview questions and/or tasks in advance to allow everyone to prepare fully for the interview.
It will not be possible to provide application process feedback to unsuccessful applicants.
Please note that Dublin City Council Culture Company is committed to developing policies and practices ensuring that accessibility, Universal Design and reasonable accommodation for people with disabilities are taken into account. Dublin City Council Culture Company is an equal opportunity employer. Please see our Equal Opportunities Policy here.
Interviews will take place in an accessible location. Please note that both the museum at 14 Henrietta Street and Richmond Barracks are Part M access compliant, and the offices of Dublin City Council Culture Company in both have limited physical access. Reasonable accommodation of access requirements will be made for successful applicants.
We are committed to respecting and protecting your privacy. We keep several kinds of personal data about our prospective employees so we can manage the recruitment process effectively and efficiently and meet our legal obligations. Please see our Privacy Notice for Job Applicants here.
Garda vetting may be mandatory for successful applicants, and you must be cleared by the National Vetting Bureau before the work can commence.