Personal Assistant, Dublin Pike

The Role The HR&People Experience function is responsible for providing strategic Human Resources support to the business units via a Business Partnering model. It supports the local implementation and application of HR policy and strategy and represents the needs of respective business functions to the HR centres of excellence, providing dedicated functional support across a wide range of HR practices. Additionally, the function is responsible for the development and delivery of the Talent Acquisition&Recruitment, Employee Experience, Onboarding&HRIS Strategies to ensure it is appropriately aligning and integrating these across HR and Transaction Services to facilitate the delivery of UÉ's objectives.

The Administration team is responsible for supporting the secretariat administrative activities for UisceÉireann including liaising with Secretariat on the maintenance of the Company Minutes, the scheduling, preparation, and distribution of materials for all Board and Executive meetings and for general document management and maintenance. The team also ensures the coordination and cohesion of activities across all Directorate areas and the provision of PA support to the CEO and the Executive Management in Uisce Éireann.

Reporting to the Administration Manager, the Personal Assistant provides support across business areas by conducting general administrative duties and assisting with ongoing projects as required. The role holder is responsible for schedule management, acting as a liaison between management and UisceÉireann functions, and providing high level administrative assistance to leadership, enabling them to focus on strategic tasks and decision making.

Main Duties and Responsibilities

Provide high quality transactional and administrative assistance to UisceÉireann Management to ensure business satisfaction with services and support

Coordinate and manage executive's calendars, schedule appointments, meetings and events

Prioritise and organise commitments to ensure optimal time management

Provide timely reminders and prepare meeting materials in advance

Support respective teams in logistics management and in the coordination of regular events and initiatives e.g., management meetings

Support the link between HR strategy, and the operational administrative requirement of Senior Management

Manage all incoming and outgoing correspondence and draft/edit documents, presentations and reports on behalf of leadership

Compose and distribute routine written correspondence from UisceÉireann Management to various Uisce Éireann divisions

Act as a liaison between the executive and functions, conveying instructions and gathering information

Work with confidential, commercially sensitive information in a professional and discreet manner, applying advanced decision making skills to ensure information is understood, and actioned correctly and effectively

Utilise experience and knowledge of the business to filter meeting requests etc. to the UisceÉireann Management and Senior Leadership teams, and assist in prioritising time and resources to minimise risks to the business

Manage incoming and outgoing communications to/from the UisceÉireann Management Teams, as required

Maintain positive working relationships with internal and external stakeholders

Assist in organising company events, conferences and seminars, coordinate logistics invitations and follow ups

Assist the Administration Manager with administrative tasks, such as expense reports, timesheets and document filing

Collaborate with the administration manager and relevant stakeholders in the executive of various special projects and initiatives

Conduct research, prepare reports, and provide insights to support decision making and improve ways of working

Organise and maintain electronic and paper files for the team in accordance with UisceÉireann's data policy

Document team actions by completing forms, reports, logs, and records as required

Coordinate and administrate internal and external meetings

Support reporting and KPIs, monitoring activities for specific business areas as required

Escalate risks and issues to respective UisceÉireann Management as appropriate

General Duties and Responsibilities

Collaborate with key internal stakeholders across the UÉ business, including but not limited to Leadership, Human Resources, Facilities and Legal

Responsible for promoting and delivering health and safety commitments across UÉ and its supply chain, reinforcing positive behaviours and delivering health and safety objectives and requirements to the highest industry standards.

Support the delivery of the UisceÉireann Transformation Programme, driving results required within the Directorate and supporting organisation wide objectives.

Conduct duties and responsibilities in accordance with UisceÉireann's Information Security policies, standards, processes and controls to protect the confidentiality, integrity and availability of UÉ business information and delivery of critical services, in accordance with the NIS Directive and any other relevant cybersecurity regulation.

Other duties as required.

Knowledge, Skills and Experience

Relevant third level qualification and or accreditation is desirable and or relevant experience

A minimum of 1 year's Experience in the water, utilities or similar industries is desirable

Proactive with ability to work on own initiative and with others to ensure success in the performance of a team

Proven effective time management skills with the ability to prioritise and remain focused

Proven ability to create and develop good working relationships to facilitate the accomplishment of work goals, coupled with the ability to gain commitment from others

Excellent verbal and written communication skills with the ability to convey messages in a clear and concise manner

Strong computer skills with a proficient working knowledge of MS Word, Excel, PowerPoint, Outlook, MS Teams and standard applications required for role.

Ability to set up ongoing processes and procedure to collect and review information

Flexible with regard to working in a changing environment and the ability to adjust to new work structures, processes and requirements as necessary

Proactively identify new areas of learning and using newly gained knowledge and skills on the job

Striving for quality and ensuring consistent high standards of work.

UisceÉireann is an equal opportunities employer.

We are committed to providing a diverse and inclusive place of work and have a robust strategy and framework called ibelong to enable this. We are an equal opportunity employer and through our recruitment process we welcome and encourage applications from interested and suitably qualified individuals regardless of gender, age, racial or ethnic origin, membership of the traveller community, religion or beliefs, family or civil status, sexual orientation/gender identity or disability.

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