Administrative Coordinator

Administrative Coordinator - Institute of Public Administration

The Institute of Public Administration (IPA) is seeking an experienced and highly organised Administrative Coordinator to join the Professional Development Department, supporting the Business Development and Leadership & Management teams. This Grade 5 role will play a key part in ensuring the smooth delivery of IPA's learning and development programmes, providing high quality administrative, operational and customer service support across a busy, fast paced environment.

The successful candidate will manage end to end administrative support for a range of in person, blended and online training programmes and events, including coordination of bookings, invoicing, scheduling, logistics, course materials and learner access on the LMS, in addition to supporting marketing and communications activity.

Key Responsibilities

• Providing administrative and technical support across Business Development and Leadership & Management programmes and services.
• Managing end to end programme administration including bookings, invoicing, scheduling, logistics and event coordination.
• Supporting the delivery of in person, blended and online learning programmes, including materials preparation and LMS learner access.
• Managing and responding to client enquiries through CRM systems and ensuring high standards of customer service.
• Supporting marketing, scheduling and communications activity in collaboration with relevant colleagues.
• Maintaining accurate records, tracking data and producing reports on programme activity, evaluations and performance.
• Ensuring compliance with administrative procedures, data protection requirements and branding protocols.
• Liaising with internal teams, associates, venues and external stakeholders to support effective programme delivery.
• Supporting colleagues through training on systems and procedures where required.
• Contributing to continuous improvement of systems, processes and service delivery within the department.

The Ideal Candidate

• Leaving Certificate or equivalent - essential
• Diploma or professional qualification - desirable
• Strong working knowledge of Microsoft Office, e mail and the web.
• A good understanding of the range of programmes offered by the Professional Development Department and the requirements for delivery of programmes both online and in person.
• High proficiency in IT skills, virtual/online delivery platforms and experience using software packages.
• Minimum three years' experience in an administrative role with responsibility for a variety of processes and procedures - essential
• Experience working in a customer focused environment - essential
• Capacity to coordinate and schedule work in a team environment to a consistently high standard.
• Experience training other staff on processes and procedures.
• Excellent IT skills, including Excel and PowerPoint, for the production of high quality materials and slide decks.
• Excellent written and verbal communication skills.
• High standard of accuracy in both written and numerical work.
• Excellent presentation, formatting and layout skills.
• Strong interpersonal skills and commitment to delivering excellent customer service.
• Ability to deal with difficult situations with tact, discretion and professionalism.
• Strong analytical and problem solving skills.
• Proven ability to work on own initiative and in a demanding, high volume and flexible team environment - essential
• Willing to work in a team and build trust with colleagues.
• Commitment to continuous professional development.
• Ability to adapt to changing requirements.
• Flexible approach to working hours as the demands of the post may occasionally require work outside normal office hours.
• Each candidate shall be in a state of health such that they have a reasonable prospect of rendering regular and efficient service.