PA to Estate Manager

Team Horizon is seeking a PA Estate Manager for a client in Galway who will involved in the day to day administration of the affairs of the EM by working at a high level and provide secretarial administration support to the EM and wider Estates administrative team. The PA to Estate Manager will report to the Estate Manager and Office Manager.

Why you should apply:

• Competitive salary and a 24 month contract


• This role offers an opportunity to influence and innovate in the management of critical health estates. If you’re passionate about leveraging your expertise to make a meaningful impact, this is a perfect career move for you!


• You enjoy collaborating with cross functional teams, and in this role you get to work closely with local authorities, stakeholders, and multi-disciplinary teams to align property strategies with organisational goals

What you will be doing:

• Collaborate with the EM on a daily basis to establish and/ or revise the requirements of the day and future planning.


• Maintain a high level of organisation and administrative excellence and efficiency.


• Be responsible for day-to-day security of the work area, including fire and physical hazards.


• Deal appropriately, professionally and effectively with all communications and queries, and visitors to the Estates office.


• Acting as a focal point for contact and ensuring welcoming / supportive interface with stakeholders


• Highlighting relevant matters as appropriate to ensure timely follow through


• Maintain a working knowledge of new legislation as necessary


• Responsibility for ensuring all actions are followed up post meetings


• Compile daily folder for attention, information and actions by EM


• Manage equipment, stationary and stock for the EM.


• Acknowledging correspondence and in the case of absence/ unavailability of the EM, follow through for action upon return.


• Disseminating correspondence as appropriate to wider Estates Team and co-ordinate responses where required


• Prepare draft responses for review, modification and sign off and send accordingly


• Have an understanding of this correspondence to ensure you can update EM as required.


• Maintain robust system for responding to PQs and representations (Reps) from Public Representatives, DOH etc.


• Responsible for the monitoring and responding all PQs/Reps within timeframes.


• Draft responses on behalf of EM for approval.


• Assist EM and wider Estates Team in managing regulatory and compliance obligations.


• Ensure all appropriate information and circulars/memos are circulated to the relevant personnel and a process for maintaining same.


• Provide full secretarial support to the EM and wider Estates Team as appropriate.


• Organise all meetings, prioritising, and reprioritising diary/ schedule of meetings according to requests, book and set up of meetings, booking and setting up of virtual meetings, meeting rooms, catering arrangements and meet and greet external attendees.


• Manage EM correspondence dealing with emails and incoming post, and prioritising and routing as appropriate in a timely and efficient manner.


• Point of contact for EM office and screening of telephone calls, correspondence and visitors as required.


• Draft communications on behalf of EM.


• Progressing incoming issues and concerns to the EM in a professional and confidential manner.


• Dealing with less complex matters directly ensuring urgent matters are brought to the attention of the EM


• Manage EM diary and organising meetings and appointments.


• Ensuring all EM post is processed within an agreed timeframe.


• Coordinate internal diaries and meetings with other members of the Estates team and external stakeholders.

What you need to apply:

• Candidates must have at the latest date of application: - 

1. Professional Qualifications, Experience, etc 

(a) Eligible applicants will be those who on the closing date for the competition: 

(i) Have satisfactory experience as a Clerical Officer in the statutory health agencies, or a body which provides services under Section 38 of the Health Act 2004. 

AND (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1 . Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination. 

Or (iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction 

AND (iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).  

• Note1 :   Achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.   Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.   The Leaving Certification Applied Programme does not fulfil the eligibility criteria.   


• AND  (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.  


• Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role


• Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc


• Demonstrate the ability to work in line with relevant policies and procedure.


• Demonstrate commitment to developing own professional knowledge and expertise.


• Demonstrate the ability to effectively plan and manage own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met


• The ability to manage deadlines and effectively handle multiple tasks and excellent communication and interpersonal skills including the ability to present (verbal & written) information in a clear and concise manner