Administrative Coordinator

Download Administrative Coordinator Candidate Information Booklet June 2026.docx

Download Application Form G5 Administrative Coordinator.docx

The Institute of Public Administration (IPA) is seeking an experienced and highly organised Administrative Co-Ordinator to join the Professional Development Department, supporting the Business Development and Leadership and Management teams. This Grade 5 role will play a key part in ensuring the smooth delivery of the IPA’s learning and development programmes, providing high-quality administrative, operational, and customer service support across a busy and fast-paced environment.

The successful candidate will be responsible for delivering end-to-end administrative support for a range of in-person, blended, and online training programmes and events. This will include coordination of bookings, invoicing, scheduling, logistics, course materials, learner access on the LMS, and support for marketing and communications activity. The role is central to ensuring a seamless and professional experience for clients and participants across all IPA programmes.

Working closely with colleagues across the Professional Development Department, the Administrative Co-Ordinator will support the efficient operation of systems, processes, and procedures, ensuring accuracy, consistency, and compliance in all administrative activities. They will also liaise with internal teams, associate specialists, external stakeholders, and service providers to support the effective delivery of programmes and events.

This role requires a strong focus on customer service, attention to detail, and the ability to manage multiple priorities in a high-volume environment. The successful candidate will also contribute to continuous improvement within the team, supporting the development of administrative processes and helping to maintain high standards across all service areas.

Key areas of responsibility include:

• Providing administrative and technical support across Business Development and Leadership & Management programmes and services.
• Managing end-to-end programme administration including bookings, invoicing, scheduling, logistics, and event coordination.
• Supporting the delivery of in-person, blended, and online learning programmes, including materials preparation and LMS learner access.
• Managing and responding to client enquiries through CRM systems and ensuring high standards of customer service.
• Supporting marketing, scheduling, and communications activity in collaboration with relevant colleagues.
• Maintaining accurate records, tracking data, and producing reports on programme activity, evaluations, and performance.
• Ensuring compliance with administrative procedures, data protection requirements, and branding protocols.
• Liaising with internal teams, associates, venues, and external stakeholders to support effective programme delivery.
• Supporting colleagues through training on systems and procedures where required.
• Contributing to continuous improvement of systems, processes, and service delivery within the department.

The Ideal Candidate has:

• Leaving Certificate or equivalent - essential
• Diploma or professional qualification - desirable
• Strong working knowledge of Microsoft Office, e-mail and the web
• A good understanding of the range of programmes offered by Professional Development Department and the requirements for delivery of programmes both online and in person. 
• A high degree of proficiency in IT skills, virtual/online delivery platforms and experience of using software packages
• Minimum three years’ experience in an administrative role with responsibility for a variety of processes and procedures – essential
• Experience working in customer focused environments - essential
• Capacity to coordinate and schedule work in a team environment to a consistently high standard.
• Experience in training other staff on processes and procedures
• Excellent IT skills, including Excel and PowerPoint for the production of high quality materials and slide decks.
• Excellent written and verbal communication skills.
• High standard of accuracy in both written and numerical work.
• Excellent presentation, formatting and layout skills.
• Strong interpersonal skills and commitment to delivering excellent customer service.
• Ability to deal with difficult situations with tact, discretion and professionalism.
• Strong analytical and problem solving skills.
• Proven ability to work on own initiative and work in a demanding, high volume and flexible team environment -essential
• Willing to work in a team and build trust with colleagues.
• Commitment to continuous professional development.
• Ability to adapt to changing requirements.
• Flexible approach to working hours as the demands of the post may occasionally require work outside normal office working hours.
• Each candidate shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

How to Apply:

Download Administrative Coordinator Candidate Information Booklet June 2026.docx

Download Application Form G5 Administrative Coordinator.docx

Completed application forms must be uploaded via this portal no later than Monday 29th June 2026 at 1pm (Irish Time).

Applications will not be accepted by any other method, nor if received after the closing date. CV's will not be considered.

When outlining your application, accuracy is essential. The information you supply in your application will play a central part of the selection process.

If you do not receive an acknowledgement of receipt of your application within 24 hours, please check your junk/spam folders as email notifications may be filtered here.

The onus is on each applicant to ensure that they are in receipt of all communication from Conscia Limited. Conscia Limited accept no responsibility for communication not accessed or received by an applicant.

If you have any queries about the role, please contact us at ipa@consciatalent.com.