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Research Operations Administrator

Ionad : Head Office, Teagasc, Oak Park, Carlow, R93 XE12
Administration
Tuarastal: Admin Grade 3 with a Salary Scale of €37,919 to €61,216
Dáta deiridh: 16/10/2025 12:00 i.n.
Permanent Full Time

Sainchuntas poist

Duration:

Permanent . A panel may be formed from which future similar vacancies may be filled; such a panel will remain active for a maximum period of 12 months.

Background:

The Research Operations team is comprised of 11 staff who provide support to staff in the Research Directorate across the four research programmes. The team is responsible for managing and administering the annual research funding call for new research projects, administering the Walsh Scholars Programme for PhD and Masters students, managing and administering the Teagasc post-doctoral training and development programme, developing and coordinating a range of science communication activities to raise the profile of Teagasc’s research activities nationally and internationally, managing the Teagasc library services across all research centres, and managing and developing the research directorate level administration, policies, procedures and IT systems. The team is also involved in organising national research directorate events such as the annual Walsh Scholar of the Year awards ceremony.

The Research Operations Administrator will be a key member of the Research Operations team and will have the opportunity to get involved in supporting many of the activities listed above. In particular, the appointee will focus on providing general administration support to the Research Operations Team and to the Director of Research on a variety of activities. The role is varied and will provide opportunities for growth and development for the successful candidate.

Basic Function:

The successful candidate will be required to provide administrative expertise and support to the Research Operations team and will contribute to the ongoing development and operation of the unit. The role requires exceptional skills in planning, organizing and executing tasks and proficiency in IT skills to support the delivery of activities required for the role.

Hybrid Working:

Applications under the Home Working and/or Remote Working polices of the Flexible Working Programme may be considered for up to 2 days per week.

Diversity & Inclusion:

At all levels in Teagasc, we believe in growing and keeping alive an open, diverse and inclusive workplace which is respectful to all and nurtures different perspectives, for the benefit of all in the organisation. We are committed to the principles of 'Equal Opportunities, No Barriers, Active Inclusion'. We actively welcome applications from people from diverse backgrounds.

Cuspóirí an Phoist

Main Duties and Responsibilities:

Provide administrative expertise and assistance in the day-to-day operations of the Research Directorate.
Provide administrative support to the Director of Research, Head of Research Development and Walsh Scholarships and Research Operations Manager, as required.
Work in collaboration with the Research Operations Manager and the Research Operations team to ensure administrative best practices are being followed at all times.
Manage the administration for the annual internal research project call process including the external review process and the preparation of reports for meetings related to the project call.
Manage the administration, monitoring and reporting of the Teagasc Post-Doctoral Development Programme, including organising monthly meetings, and other Research Directorate training programmes that may be developed, as required
Manage, track and monitor the implementation of research policies and procedures as required, including research integrity training and the Hosted Researcher and Visiting Scientist policies.
Provide support to the Super User of the Research Management Information System (SmartSimple) as and when required.
Contribute to the continuous improvement of processes and procedures within the Research Directorate by supporting the development of efficient workflows, identifying opportunities for process optimization and embracing or implementing appropriate technologies to support automation and improved service delivery.
Proactively lead the co-ordination, compilation and presentation of data for various reports, to include the NPC report, and liaise with the Research Operations Manager in relation to same.
Lead/assist with the co-ordination of meetings and take minutes at these meetings, including the Research Management, Campus Admin, Science Communications and other meetings as required.
Develop and maintain a register of internal Teagasc Stakeholder Groups, including keeping group member information up to date; sending regular reminders re minutes; collating information on DMS; and coordinating feedback to Research Management and Senior Leadership Team as appropriate.
Develop, maintain and update the Research Operations space on Workvivo, including Science Communications, Internal Project Call, Post-Doctoral Development Programme, Research Integrity, and Policies and Procedures (excluding Library Services and Walsh Scholarships).
Manage the administration and co-ordination of programme reviews, special projects, outreach activities or other events as required or assigned.
Manage and maintain email distribution lists for the Research Leadership/Management teams (HOP, HOD, Enterprise Leaders etc) and ensure these are up to date at all times.
Assist the Research Operations team and the Science Communication Officers in organising events, registering attendees, promoting of activities on the Teagasc website, WorkVivo and social media channels as required.
Assist with the co-ordination and compilation of data for various reports for senior management including business plans and the annual Programme of Activities.
Assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan.
Actively participate in the annual business planning and Performance Management Development System (PMDS) processes.
Fully co-operate with the provisions made for ensuring the health, safety and welfare of oneself, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations, including full compliance with the responsibilities outlined in the Safety Statement.
Carry out other duties as may be assigned from time to time.

* This Job Specification is intended as a guide to the general range of duties and responsibilities and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post-holder.

Scileanna atá riachtanach

Person Specification

	Essential	Desirable
Qualifications	QQI Level 5 qualification or passed an examination at the appropriate level within the National Framework of Qualifications (NFQ) which can be assessed as being comparable to Leaving Certificate standard or equivalent. At least 2-3 years’ proven ability as an effective administrator	Any 3^rd level Qualification in Business, Marketing, or other related topics
Knowledge/skills	Good understanding and appreciation of the public sector and Public Sector governance procedures and regulations. Ability to organise and structure management information systems and processes to meet organisational needs. Proven experience or aptitude in using digital tools and systems to improve administrative processes. Demonstrated ability to support or lead process improvement initiatives. Excellent administration, numeracy, organisational and time management skills. Knowledge and familiarity with DMS and Integra. Excellent IT Skills in the Microsoft 365 platform suite. Good organisational & time management skills with strong attention to detail. Experience of organising and promoting events. Strong orientation and commitment to meeting the needs of both internal and external customers. Strong oral and written communication skills. Knowledge of document management systems. Flexible with an openness to change. Excellent minute-taking and report writing skills.	Experience in the administration or user support of research management systems or similar platforms. Experience working in a project management environment Strong awareness of Teagasc’s organisational structure and of Teagasc’s research programmes. Excellent understanding of Teagasc organisational structures, policies and procedures.
Behavioural Competencies	Strong work ethic with an ability to work in a collaborative environment. Self-disciplined, organised and methodical with a keen focus on attention to detail. Proven ability to work on own initiative and to work collaboratively with others. Self-motivated with ability to plan and prioritise work by importance and urgency. Demonstrated ability to communicate with clarity and accuracy in imparting and receiving information of moderate complexity. Ability to set clear standards and take a quality customer service approach to work. Flexible with an ability to adapt to changing requirements/priorities. A proactive, solutions-focused approach to work. A commitment to on-going personal and professional development.

Note: The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.

Note: Alternative location(s) may be considered solely at the discretion of Teagasc management.

Ceangaltáin:

AdminGrade3_InformationBooklet.pdf

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