Administrative Assistant, Audit Incidents and Investigations

Job description

We are delighted to be recruiting an Administrative Assistant on behalf of our client the Food Safety Authority

TITLE Administrative Assistant, Audit Incidents & Investigations (AI&I)

REPORTS TO Managers, Audit, Incidents and Investigations

BENEFITS AND SALARY SCALE

• Comprehensive benefits package, including annual leave of 23 days per year, and membership of FSAI’s pension scheme
• Flexible working arrangements including a hybrid arrangement of onsite and remote work
• Excellent opportunities for professional development
• A dynamic and collaborative work environment dedicated to public service and excellence

The salary for this position is as follows:

€30,753 – €32,622 – €33,542 – €34,497 – €35,858 – €37,221 – €38,585 – €39,575 – €40,708 – €41,653 – €42,949 – €44,242 – €45,536 – €46,782.

As per the current Government pay policy, the starting pay for this position will be at the minimum point of the pay scale for the position (first point on scale). If you are currently a civil or public servant, your entry point to the pay scale may be higher based on your current salary.

Please note the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Job Environment

The Food Safety Authority of Ireland (FSAI) is a statutory, independent and science-based national agency, dedicated to protecting consumers by leading a collaborative food safety community to continuously raise food standards and create a culture of excellence. Core FSAI objectives exist to ensure through regulation and engagement with stakeholders, that food consumed, produced, distributed or marketed in Ireland is to the highest possible standards. Consumers are placed at the centre of all it’s activities.

Job Purpose

To provide personal and confidential administrative support to the Audit, Incidents and Investigation team, and others as nominated.

The appointee will be responsible for providing an effective and efficient administrative support service. They will be required to handle multiple tasks within tight time frames and must work well under pressure while contributing to high quality service. The person will work in a challenging, multidisciplinary environment and to high standards within tight time frames.

The appointee will be mindful of the need for a high level of confidentiality.

Key Accountabilities

Work is varied and can include:

• Carrying out thorough and confidential internet research on behalf of AI&I
• Maintaining spreadsheets for tracking the audit and investigation work
• Researching websites and social media on behalf of the team
• Providing support in the preparation of complex investigation and audit files
• Working closely with executive and other administrative colleagues on the maintenance of information and intelligence databases
• Maintaining, editing and updating computerised files, training templates, centralised databases and record management systems as required
• Dealing with queries from public, visitors, staff and others
• Providing support in responding to FOI, AIE or advice line requests
• Providing support in project work as required
• Monitoring central contact point mailbox as required
• Creating and modifying outlook distribution lists
• Notifying food incidents team of new incidents as per the team ROTA
• Providing support to AI&I on engaging with the Alert & Cooperation Network
• Collating and publishing AI&I statistics
• Carrying out other such duties as required

REQUIRED KNOWLEDGE AND EXPERIENCE

• Leaving Certificate or
• A post Leaving Certificate qualification would be an advantage
• Relevant experience in an administrative role
• A high degree of computer literacy. The standard business software in the FSAI is Microsoft Windows 11 Enterprise and Microsoft Office 365

REQUIRED COMPETENCIES

Teamwork

• Shows respect for colleagues and co-workers
• Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate
• Offers own ideas and perspectives
• Understands own role in the team, making every effort to play his/her part

Information Management / Processing

• Approaches and delivers all work in a thorough and organised manner
• Follows procedures and protocols, understanding their value and the rationale behind them
• Keeps high quality records that are easy for others to understand
• Draws appropriate conclusions from information
• Suggests new ways of doing things better and more efficiently
• Is comfortable working with different types of information, g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc.

Delivery of Results

• Takes responsibility for work and sees it through to the appropriate next level
• Completes work in a timely manner
• Adapts quickly to new ways of doing things
• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes
• Writes with correct grammar and spelling and draws reasonable conclusions from written instructions
• Identifies and appreciates the urgency and importance of different tasks
• Demonstrates initiative and flexibility in ensuring work is delivered
• Is self-reliant and uses judgment on when to ask manager or colleagues for guidance

Customer Service & Communication Skills

• Actively listens to others and tries to understand their perspectives/ requirements/ needs
• Understands the steps or processes that customers must go through and can clearly explain these
• Is respectful, courteous and professional, remaining composed, even in challenging circumstances
• Can be firm when necessary and communicate with confidence and authority
• Communicates clearly and fluently when speaking and in writing

Specialist Knowledge, Expertise and Self Development

• Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, spreadsheets, Microsoft Office, relevant policies etc.
• Clearly understands the role, objectives and targets and how they fit into the work of the unit
• Is committed to self development and continuously seeks to improve personal performance

Drive & Commitment to Public Service Values

• Consistently strives to perform at a high level and deliver a quality service
• Serves the Government and people of Ireland
• Is thorough and conscientious, even if work is routine
• Is enthusiastic and resilient, persevering in the face of challenges and setbacks
• Is personally honest and trustworthy
• At all times, acts with integrity

This job description is subject to change from time to time, in line with the FSAI’s work requirements.

Eligibility to compete and certain restrictions on eligibility

Candidates should note that eligibility to compete is open to citizens of the European Economic Area (EEA). The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein and Norway. Swiss citizens under EU agreements may also apply. To qualify, candidates must be citizens of the EEA, or have a valid work permit, at the time of an application.

Citizenship Requirements

Eligible candidates must be:

• A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or
• A citizen of the United Kingdom (UK); or
• A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or
• A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.

Annual Leave

Annual leave is 23 days per annum.

Probation

A probationary period of 12 months applies to this position.

Location

There is a hybrid work model in place with the office location based in The Exchange, George’s Dock, IFSC, Dublin D01 P2V6.

Belonging@FSAI

The FSAI is committed to a policy of Equal Opportunities. The FSAI’s vision is to be a leader in diversity, equity, inclusion and belonging in the Irish public sector. The FSAI and its staff are committed to:

• Treating all people equally and respectfully
• Being equitable and fair by working to attract and develop a diverse workforce and ensuring that individuals feel valued in their workplace.
• Being inclusive and seeking out and learning from multiple perspectives.

FSAI STRATEGY AND VALUES

The FSAI’s current strategy sets outs our vision, purpose, values, strategic goals and objectives for the period 2025-2029.

Our Vision

Safe and trustworthy food for everyone

Our Purpose

As Ireland’s independent regulator and the central competent authority for the enforcement of food safety legislation, we will protect consumers’ health and interests by:

• Building a culture of food safety
• Improving food safety within a risk analysis framework
• Leading a robust food safety control system
• Continuing to drive organisational excellence

Our Values

• We develop and inspire people to build a better organisation through teamwork
• We act with integrity and are honest, open and independent in all we do
• We are passionate about protecting consumers
• We act with respect and take personal responsibility
• We recognise and value collaboration with our partners
• We are transparent and open, and we communicate clearly

More information can be found at https://www.fsai.ie/strategy/

HOW TO APPLY

Please forward your CV by midnight on Sunday, 30 November 2025.

Late applications will not be accepted.

Canvassing will disqualify