Administrator (Irish Medtech Skillnet & MTE Apprenticeships) 12 - Month FTC

The Administrator (Irish Medtech Skillnet & MTE Apprenticeships) works to a high standard providing a range of specialist and core administrative services to support the efficient and effective operation of the Irish Medtech Skillnet & MTE Apprenticeships business unit.  

The exact mix of tasks will vary depending on business requirements, but will focus heavily on data management, customer service systems, event management, debtor and creditor management/financial administration, apprenticeship registrations and administrative support. The successful candidate will act as a key contact point for clients and members, ensuring confidentiality and a high standard of quality assurance in all business outputs. 

This position is available on a twelve-month fixed-term contract. This role can be based from Limerick, Cork, Dublin, Galway or Athlone, please specify in your cover letter your preferred location.  

Closing date for applications will be 3pm on 14th August

Administrative & Training Management:  

• Oversee and coordinate training booking processes; manage compliance documentation, process registrationformsand post-training feedback, and serve as the primary liaison for external trainers and delegates to ensure smooth operational delivery.
• Schedule and coordinate the apprenticeship programme intakes and registrations efficiently to a high standard, within timelines and budgets; oversee daily operations and coordinates activities of the intakes.
• Ensure optimum efficiency and compliance to the relevant government agency policies, procedures and specifications, maintain all appropriate records in an orderly manner and ensure compliance with data protective legislation.
• Update the apprenticeship project database to ensure that KPI data is tracked and kept up to date.

Meeting Administration:  

• Capture, create and publish accurate meeting minutes and decision logs; compile and distribute comprehensive board packs aligned with corporate governance calendars. 

Member company & Stakeholder Support:  

• Act as a primary contact for clients and members; field, log, route, and resolve member company queries.

 
Data Management & Reporting:  

• Capture, validate, and maintain high-quality organisational and member company data. Produce accurate reports, dashboards, and operational insights to inform decision-making. 

Financial Administration:  

• Oversee debtor and creditor processestomaintainaccuratefinancial records. Ensuretimelyinvoicing, track payments, and manage the debt collection process.Execute requisitions, purchase orders, goods receipting, and invoice matching in line with delegated authorities and internal financial audit trails. 

Data Management & QQI Compliance:  

• Manage all data entry for Key Performance Indicators (KPIs) within the Skillnet Ireland reporting platform to ensure precise reporting. Oversee the preparation, tracking, and validation of all QQI paperwork and documentation to guarantee full regulatory and accreditation compliance.

Apprentice Registration process:  

• Track paperwork, ensure all relevant forms are submitted on time, follow up with companies, if necessary, prepare detailed files and e-mail notifications for Solas Authorised officers(Aos).Follow up with Aos after inductions to ensure all apprentices are registered.

 
Event & Hospitality Coordination:  

• Plan, coordinate, and deliver on-site events, meetings, webinars, and hospitality services, managing vendor bookings, room setup, and post-event reconciliation. 

Quality Assurance & Compliance:  

• Monitor and ensure that programme delivery, materials, and internal processes comply strictly with accreditation, quality guidelines, and audit requirements. 

Team Collaboration:  

• Work dynamically across functions to share knowledge,otherduties asneeded, andsupport other administrators across the business.

NOTE: This list is not exhaustive but serves to reflect the nature of the duties included in the role.  Given the nature of the organisation and the need to respond to members’ needs on an ongoing basis, the role is subject to change over time.  Sector assignment may be subject to change. 

Knowledge Base 

• Strong understanding of delivering service excellence to member companies and internal colleagues. 
• Familiarity with data management standards and CRM platforms. 
• Excellent digital capability, including knowledge of emerging AI tools for productivity and business operational efficiency. 
• Understanding of governance, risk management, and confidentiality principles in a business-support context. 

 
Work Experience 

• Previous experience in a fast-paced, administrative or customer-facing role where multitasking, high organisational skills, and attention to detail were demonstrated. 
• Proven track record in managing databases, executing financial administration (procure-to-pay), and coordinating meetings/events. 

 
Competencies & Behaviours 

• Advanced Communication: Tailors messages, documents, and interactions skilfully to different audiences. 
• Relationship Building: Ability to build and maintain trusted and empathetic professional relationships with members and stakeholders. 
• IT & Systems Agility: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), with the ability to adopt new systems (CRM, digital workspaces, and basic AI tools). 
• Integrity & Accountability: Highly dependable, maintains strict confidentiality, and takes ownership of actions and outcomes. 
• Problem-Solving & Initiative: A proactive mindset geared toward continuous improvement, service innovation, and adapting to changing member needs.

Ibec Core Competencies
 
 Bias towards action

• Collaborative – work together as ‘one Ibec’.
• Dynamic – approach initiatives with careful planning, energy, drive, and resilience.
• Decisive – make clear, well-informed decisions.

Member and Customer Focus

• Agile and Adaptive – embrace change and be adaptive to members’ needs and in ambitious situations.
• Creative and Innovative – not afraid of dynamic thinking in finding solutions.
• Curious and Critical Thinking – open minded and proactive in gathering data in developing opinions.

Drive and Personal Leadership

• Ambitious – driven and can take responsible risks.
• Accountable – committed to highest standards and takes ownership of actions.
• Continuous Improvement – proactive on personal and professional development

Ibec is an equal opportunity employer and is committed to providing reasonable accommodations for potential and existing employees with a disability. Should you wish to request a reasonable accommodation please email [email protected]