Administrative Officer

Administrative Officer – Vigilance Assessment Section

Location: Dublin

Duration: 6months
Hours: 35 hours per week (Monday to Friday)
Salary: €31,934
Reporting To: Vigilance Assessment Case Manager

Job Summary

The Administrative Officer will provide comprehensive administrative support to the Vigilance Assessment Section, ensuring the efficient management and coordination of national and EU vigilance assessment procedures. The role requires excellent organisational skills, attention to detail, and the ability to manage multiple tasks within a fast-paced regulatory environment.

Key Responsibilities

Administration & Operational Support

• Provide administrative support to the Vigilance Assessment Section.
• Support the management of national and EU assessment procedures, including PSUSAs, National PSURs, RMPs, Signals, PASS, Referrals, DHPCs and Educational Materials.
• Assist with case management processes and maintain assessment documentation and reports.
• Co-ordinate, collate and circulate reports, comments and meeting documentation.
• Assist in the preparation of monthly management reports and statistical data.
• Respond to and follow up on queries received by the section.
• Manage diaries, schedule meetings and organise internal and external events.
• Carry out general administrative duties including correspondence, filing, archiving, telephone queries, photocopying and document preparation.
• Provide cover for colleagues and support specific projects as required.

Quality Management

• Assist in maintaining quality management systems and procedures.
• Support the development and updating of Standard Operating Procedures (SOPs).
• Participate in internal audits and implementation of corrective actions.
• Ensure compliance with relevant organisational policies and Department of Health guidelines.

Performance & Team Support

• Work with the Case Manager to achieve agreed objectives and targets.
• Monitor progress against performance goals and identify solutions to operational challenges.
• Contribute to a positive, professional and collaborative team environment.
• Participate in the Company’s Performance Development Programme.

Communication & Stakeholder Engagement

• Attend departmental and organisational meetings as required.
• Liaise with internal and external stakeholders to support section activities.
• Ensure consistent communication of policies and procedures.
• Support cross-functional collaboration across the organisation.

General Duties

• Provide reception cover when required.
• Undertake additional duties appropriate to the role as assigned by management.

Essential Requirements

• Minimum 1 year of administrative or office experience.
• Excellent organisational and planning skills with the ability to manage competing priorities.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to work on own initiative and as part of a team.
• Proven ability to work in a fast-paced, flexible environment.
• Strong customer service and interpersonal skills.
• Excellent typing and document preparation skills.
• Proficiency in Microsoft Office applications, particularly Word and Excel.
• Ability to meet deadlines and achieve targets.

Desirable

• Experience working in a regulatory, healthcare, pharmaceutical or public sector environment.
• Experience maintaining records and supporting quality management processes.
• Familiarity with document control systems and report management.

INDB