Job Specification

JOB TITLE:                  College Secretary


Duration:                   Job Share (2.5 Days per week - ½ day Wed, Full Day Thr & Fri)

Initially on a one year contract which may be extended.


Location:                    Gurteen College, Ballingarry, Roscrea, Co Tipperary


Reporting to:             College Principal or other nominated manager


Grade/Salary:           Appointment will be at existing Teagasc Private College Secretary grade. Entry point is €21,194 per annum (pro rata) which means your gross salary will be €10,597.00. There is a pension plan in place.


Basic Function:          To provide administration support to the College Principal in relation to all college activities.


Background:              Gurteen College is a private residential college offering a range of agricultural and equine courses.


Main Duties and Responsibilities of the college secretaries 


  • To provide administrative support to the College Principal in relation to:


  1. oThe management and monitoring of the college income and expenditure including credit control. The production of end of year returns and liaising with auditors as per current financial policy


  1. oControl of Invoicing/acknowledging/receipting/recording/balancing and lodging monies received


  1. oProvide information and support to the college payroll department


  1. oThe maintenance of records including learner results, students attendance registers, course syllabi and timetables, staff contact hours etc


  • To provide administrative support in relation to the educational programme provided at Gurteen College


  • To administer and record travel and subsistence claims including maintenance of a register of approved motor vehicles and cumulative mileage register


  • Assist in the preparation of payroll data.


  • To administer and record leave records for staff including annual leave, sick leave, maternity leave, parental leave, staff training and development records etc.


  • Reception & Switchboard duties including responding to general queries and responsibility for incoming/outgoing mail


  • Maintain stationery supplies & stock control system as per procurement policy


  • Any other duties that may be assigned from time to time


Person Specification



Highly Desirable



  1. Level 5 Qualification, i.e. Leaving Certificate or equivalent examination.
  2. At least 2 years administrative experience.


A pass mark in English and Maths in the Leaving Certificate or equivalent examination. Accounting Technician Qualification highly desirable.

ECDL Qualification.


  1. Proficient with MS Office (2013)
  2. Knowledge of accounting principles
  3. Excellent communication skills.
  4. Strong organizational & time management skills.
  5. Good administrative & numeric skills with a keen focus on attention to detail

Have experience working a busy switchboard.


Experience of working with :

         Sage Micropay (Payroll)

         Sage 50 Accounts  


First Aid Training              

Driving Licence

Behaviour Competencies

  1. Organized and methodical with a structured approach to work.
  2. Evidence of excellent organizational skills and a customer service approach.
  3. Collaborates within the Team.
  4. Capability to work on own initiative with minimum supervision and the ability to adapt to changing requirements / priorities.
  5. Ability to work to strict deadlines in a very busy work environment.
  6. Self disciplined and excellent attention to detail.





Candidates who wish to apply for this position should send a hand written Letter of Application outlining your suitability for the position, accompanied by a current Curriculum Vitae to:-


            Secretary Application, Gurteen College, Ballingarry, Roscrea, Co. Tipperary


Closing Date: 5.00 pm on Tuesday 17th April 2018.



It is anticipated that IT Skills Assessment (MS Office – Outlook, Excel & Word 2013) and Interviews will take place in Gurteen College on Tuesday 24th April'18 with start date as soon as possible thereafter.



                     Gurteen is an equal opportunities employer. Canvassing will disqualify.