Production and Development Administration Executive

Job description

Fís Éireann/Screen Ireland At Fís Eireann/Screen Ireland we are looking for new Talent to join our growing team. You will become part of a talented and diverse community of employees whose mission and passion are to promote and support the development of Irish Film, Television Drama, Animation, Documentary, Visual Effects and Digital Games Industries. As the national agency for the Irish film, television drama, animation, and documentary industry, Fís Éireann/Screen Ireland is the creative partner to the sector, investing in talent, creativity, and enterprise. We are inspired by original storytelling that will emotionally move audiences at home and abroad. Through a wide range of practical funding supports across development, production, distribution, promotion and skills development, Screen Ireland supports the sector at every stage. We support filmmakers in their creative pursuit to share valuable artistic, cultural, and commercial stories on screen. OUR CULTURE & COMMITMENTS At Fís Éireann/Screen Ireland, we are proud to foster a workplace culture built on creativity, inclusion, and respect. Through our Kind framework, we place equal importance on wellbeing, lifelong learning, sustainability, and equity, diversity and inclusion (EDI). We actively support our employees to thrive personally and professionally, offering opportunities to grow their skills, contribute to meaningful projects, and be part of a collaborative community. We are committed to building a workforce that reflects the diversity of the audiences we serve and the stories we support on screen. We warmly welcome applications from people of all backgrounds, experiences, and perspectives who meet the requirements of the role, and we celebrate the unique contributions that each person brings to our organisation. ROLE OVERVIEW The role is responsible for coordinating the operational administration of Screen Ireland’s Production & Development function, ensuring that funding processes, departmental workflows, systems, reporting and governance requirements are delivered effectively and consistently. Working closely with the Production & Development Leadership Team, the postholder will coordinate day-to-day administrative operations, monitor priorities and workflows, support the effective delivery of funding activity and act as a key operational resource for the department. The role will also support the ongoing management and development of online funding portal and other departmental processes, identifying opportunities to improve efficiency, consistency and stakeholder experience. Operating in a fast-paced environment with competing priorities and deadlines, the role requires strong organisational and analytical capability, sound judgement and the ability to coordinate multiple workstreams effectively. The postholder will work collaboratively with colleagues across Production & Development and the wider organisation to support high standards of governance, operational planning and service delivery. FUNCTION OVERVIEW The Production and Development function at Screen Ireland is responsible for overseeing, supporting, and enabling the development, production, and delivery of high-quality content across film, television, animation, and documentary. The team provides strategic funding, creative and editorial guidance, and structured oversight to writers, directors, producers, and animation studios, ensuring projects progress in line with Screen Ireland’s cultural, creative, and industry objectives. In addition to managing project pipelines, the function plays a central role in supporting talent development, fostering innovative and diverse storytelling, and strengthening Ireland’s capacity across all screen sectors. This includes leading development initiatives, designing targeted funding schemes, and cultivating partnerships with broadcasters, distributors, financiers, and international collaborators. The team also ensures alignment with broader organisational strategies and contributes to the sustainability, growth, and global visibility of Ireland’s screen industries. JOB GRADE / REPORTING LINE It is anticipated that in order to have the required skills and competencies, the Higher Executive Officer post will be at the First Point level. REPORTING LINE(S) The role reports to the Head of Television and Animation and as well as working with the Head of Feature Film, including the wider Production and Development team, to ensure effective communication and team synergy. Reporting structures may be reviewed periodically to reflect business needs. KEY RESPONSIBILITIES Department Operations & Workflow Coordination Coordinate the day-to-day administrative operations of the Production & Development function, ensuring priorities, workflows and deadlines are effectively managed. Coordinate and monitor the allocation and progression of administrative activity across the team, supporting appropriate workload management and operational continuity. Act as a central point of operational knowledge for departmental processes, procedures and workflows. Work closely with the Production & Development Leadership Team to coordinate competing priorities, identify operational issues and support timely resolution. Support effective planning and coordination of departmental activities, meetings and key delivery milestones. In collaboration with the Heads of Department and wider Production and Development team, plan and coordinate the scheduling of a number of yearly funding rounds. Funding Administration & Assessment Coordination Coordinate administrative processes across Production & Development funding schemes, ensuring applications and associated workflows are progressed accurately and consistently. Support consistent application of funding procedures, eligibility requirements, templates and administrative guidance. Coordinate operational arrangements for external assessors, readers and assessment activity, including scheduling, assignments, communications, meetings and associated administration when required. Maintain effective tracking of assessment activity, timelines and related payments and invoicing. Act as a key operational contact for internal and external stakeholders in relation to funding and assessment administration. Systems & Process Improvement Lead and manage the coordination of the online funding portal and associated Production & Development system workflows, ensuring agreed priorities, timelines and deliverables are effectively progressed. Develop and maintain clear workplans, milestones and delivery timelines for system developments, enhancements and process improvement activity. Allocate and delegate system-related tasks and actions across the team as appropriate, ensuring clear ownership, responsibilities and deadlines. Monitor progress against agreed milestones, proactively following up on outstanding actions, identifying delays or dependencies and escalating issues where required. Ensure regular and accurate progress reporting is provided to the Production & Development Leadership Team and Executive as appropriate, highlighting progress, risks, dependencies and decisions required. Coordinate system queries, enhancement requirements and recurring operational issues, working with relevant internal teams and system stakeholders to support timely resolution. Maintain oversight of system development and improvement activity to ensure agreed actions are progressed through to completion. Ensure alignment between the online funding portal functionality and workflows, funding guidelines, application processes, operational procedures and relevant published information. Identify and lead opportunities to improve systems, workflows and administrative processes, supporting greater efficiency, consistency and stakeholder experience. Maintain appropriate documentation and tracking of system developments, decisions, actions and outstanding requirements to support accountability and continuity. Reporting, Data & Governance Maintain accurate departmental data, trackers and operational reporting relating to applications, funding activity, commitments, projects and workloads. Prepare reports, statistics and operational insights to support leadership decision-making, planning and organisational reporting. Support forecasting and workload planning through the analysis and monitoring of relevant departmental information. Coordinate information and documentation required for Board, governance, audit and organisational reporting purposes. Support responses to FOI and other formal information requests, ensuring accurate and timely collation of departmental information. Maintain appropriate records and documentation in accordance with organisational governance and compliance requirements. Documentation & Knowledge Management Develop, maintain and regularly review Standard Operating Procedures, process guidance, templates and other departmental documentation. Ensure effective document control and consistency across departmental resources and administrative materials. Maintain accessible centralised resources to support knowledge-sharing and continuity across the team. Support the induction and onboarding of new and temporary team members and provide guidance on relevant systems, processes and procedures. Financial & Operational Administration Support the monitoring of departmental expenditure, funding commitments and relevant budgets. Coordinate purchase orders, invoices, assessor payments and other administrative finance processes. Maintain accurate financial and operational tracking information and support expenditure forecasting as required. Liaise with relevant internal teams to ensure financial administration is progressed accurately and within required timelines. Cross-Departmental, Festival & Industry Coordination Work collaboratively with colleagues across Screen Ireland, including Marketing, Business Affairs and other functions, to support shared priorities and cross-departmental activity. Coordinate operational arrangements for festivals, markets, industry initiatives and departmental events, including schedules, documentation, accreditation and stakeholder logistics. Support filmmaker programmes, panels, meetings and other industry-facing activities as required. Provide operational input and support to departmental and organisational projects and initiatives. Continuous Improvement & Team Support Identify operational bottlenecks, risks and opportunities for greater efficiency and support the implementation of appropriate improvements. Contribute to departmental projects, workflow redesign and the introduction of new procedures and working practices. Promote consistent approaches and knowledge-sharing across the administrative function. Provide guidance and support to colleagues on established administrative systems, processes and procedures. Participate in recruitment, induction, training and other team development activities where required. Undertake other duties appropriate to the role and grade as may reasonably be required. KEY REQUIREMENTS ESSENTIAL A minimum of 3-5 years’ relevant experience in an operational, administrative, programme, funding or project coordination role within a complex and fast-paced working environment. Experience within the screen, audiovisual, creative industries, arts, cultural or public-sector environment. Demonstrated experience of coordinating or managing projects, systems or process improvement initiatives, including establishing workplans, allocating actions, monitoring milestones and timelines, and reporting progress to senior stakeholders. Strong organisational and coordination skills, with demonstrated experience of managing multiple workstreams, competing priorities and deadlines. Experience of coordinating administrative processes and maintaining effective workflows across a team or function. Strong systems capability, including experience of working with databases, workflow management systems or other business systems. Experience of gathering, maintaining and analysing data and producing accurate reports, statistics or management information. Strong attention to detail and a demonstrated ability to maintain accurate records, documentation and administrative controls. Experience of developing, reviewing or improving processes, procedures, guidance documents or Standard Operating Procedures. Strong interpersonal and communication skills, with the ability to work effectively with colleagues and stakeholders at different levels. Sound judgement and problem-solving capability, including the ability to identify operational issues and support practical solutions. Ability to work independently, use initiative and take ownership of work through to completion while contributing effectively within a collaborative team environment. Strong digital literacy and proficiency in standard Microsoft Office applications or equivalent business tools. KEY SKILLS - PAS CAPABILITY FRAMEWORK In accordance with the PAS Capability Framework , candidates will undergo assessment and interviews focusing on the following Core Capabilities: Building Future Readiness Evidence-Informed Delivery Leading and Empowering Communicating and Collaborating *Accessible Plaintext of the Capability Framework for the various public sector grades is available at: Capability Framework 1. Core Capability: Building Future Readiness The postholder will demonstrate adaptability, innovation, and strategic awareness in anticipating and responding to change. They will confidently embrace digital tools and emerging technologies to enhance efficiency and impact, remain alert to sectoral and organisational developments, and translate insights into practical actions. A commitment to continuous learning and knowledge sharing will support both individual growth and the organisation’s long-term resilience. 2. Core Capability: Evidence-Informed Delivery The postholder will make sound, evidence-based decisions that support effective planning and measurable outcomes. They will use research, data, and analysis to inform recommendations, apply critical thinking and judgement in problem-solving, and monitor progress against objectives. A strong results orientation and commitment to continuous improvement will ensure the delivery of high-quality outputs that align with organisational priorities. 3. Core Capability: Leading & Empowering At this level, leadership is demonstrated through ownership, initiative, and collaboration. The postholder will take accountability for achieving agreed objectives, support and guide colleagues to perform effectively, and foster a positive, inclusive, and respectful team culture. By modelling professionalism and working collaboratively across functions, they will help achieve shared goals and organisational success. 4. Core Capability: Communicating & Collaborating Effective communication and collaboration are central to this role. The postholder will communicate clearly, confidently, and professionally in all formats, tailoring their approach to different audiences. They will build strong, productive relationships with colleagues and stakeholders, contribute actively to team discussions, and use tact, diplomacy, and influence to achieve outcomes and maintain constructive working relationships. 5. Core Capability: Equality, Diversity and Inclusion The postholder will actively promote and apply equality, diversity, and inclusion principles in all aspects of their work. They will foster a culture of respect, fairness, and belonging, ensuring inclusive communication and equitable participation in organisational processes. Through awareness, learning, and role modelling, they will contribute to a workplace where diverse perspectives are valued and where Screen Ireland’s commitment to inclusive practice is consistently upheld. DESIRABLE ATTRIBUTES The following would be advantageous: Experience of administering funding schemes, grants, applications or assessment processes. Experience of working with funding or workflow management systems and contributing to system or process enhancements. Experience of supporting governance, Board, audit, FOI or formal organisational reporting requirements. Experience of budget monitoring, financial administration, purchase orders or invoice management. Experience of coordinating external assessors, panels, industry stakeholders, festivals, markets or events. Experience of providing guidance, workflow coordination, training or operational support to colleagues. An understanding of the Irish screen sector and the role of Screen Ireland. Proficiency in the Irish language is desirable. ROLE DETAILS AND TERMS This position is at the Higher Executive Officer level and is remunerated at €60,029 per annum. This role will be filled in line with Public Pay Policy at the first point of this Salary Scale unless the successful candidate is appointed from an existing public sector role. Application of 1 June 2026 pay adjustments. This is a 9 – 12-month specific purpose contract (Maternity Leave Cover) contract position. The successful candidate will be required to sign the Screen Ireland Code of Conduct. The role will have a 6-month probation period. The person will report directly to the Head of Television and Animation. The post will be based in Dublin. Annual leave (excluding bank holidays) of 29 days. Start Date as soon as possible. ELIGIBILITY TO COMPETE & CERTAIN RESTRICTIONS ON ELIGIBILITY Citizenship Requirement 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; A citizen of the United Kingdom (UK); 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 visa1 or a stamp 5 visa. To qualify, candidates must be eligible by the date of any job offer. APPLICATION PROCESS Interested applicants are invited to forward a detailed CV that highlights relevant experience and a cover letter in strict confidence by clicking on the vacancy link on our website. APPLICATIONS CLOSING DATE: 5.00pm., 17 September 2026 APPLICATIONS: COVER LETTER REQUIREMENTS As part of your cover letter, you should set out your skills and experience to meet the requirements for the position. Applications will be treated in the strictest of confidence. In accordance with the PAS competency framework, candidates for this role will undergo assessment and interviews focusing on, but not limited to, the Higher Executive Officer level of the Public Service Capability Framework. Please be advised that the use of Artificial Intelligence (AI) tools is not permitted in the development of your application for this position. Where appropriate, a selection panel of qualified candidates may be established. Such panels will normally remain active for a period of 12 months, after which the role will be re-advertised if it becomes vacant. APPLICATIONS: COVER LETTER QUESTIONS We kindly ask all applicants to submit a cover letter as part of their application. Within your cover letter, please respond to the following questions: Screening Questions for Cover Letter Applicants who do not address the required questions in their cover letter will not be considered for shortlisting. Please outline your experience of coordinating administrative or operational activities within a busy working environment, including managing multiple priorities, workflows and deadlines. Please describe your experience of working with business systems, databases or workflow management systems, including any involvement you have had in coordinating system developments, process improvements or changes to ways of working. Please outline your experience of coordinating projects, diary planning or workstreams, including allocating or coordinating actions, monitoring timelines and milestones, and providing progress updates or reporting to management or senior stakeholders. Please describe your experience of maintaining and analysing operational information and preparing reports, statistics, tracking information or documentation to support management, governance or organisational requirements. Please outline your experience of working collaboratively with internal and/or external stakeholders to coordinate activities, resolve operational issues and support the effective delivery of a service, programme or function. SHORTLISTING / SELECTION PROCESS Screen Ireland may, where necessary, apply a shortlisting process in order to manage the number of candidates progressing to interview. While applicants may meet the stated eligibility criteria, the volume of applications may mean it is not practical to call everyone forward for assessment. In such circumstances, shortlisting will be based on the information provided in your cover letter, curriculum vitae, and responses to the questions set out in the job description. Particular emphasis will be placed on how applicants demonstrate the required core capabilities, as outlined in the Public Appointments Service (PAS) Capability Framework, alongside any desirable attributes identified for the role. This process is designed to identify those candidates who, based on the evidence provided in their application, most closely match the role requirements. It does not imply that other candidates are unsuitable or incapable of undertaking the role; rather, it ensures that those whose qualifications, experience, and capability alignment appear most relevant are invited to interview. SELECTION PROCESS The selection process for roles within Screen Ireland may include one or more of the following stages: Shortlisting of candidates based on the information provided in their application (CV and cover letter). Written exercise or assessment, which may take place online or in person. Presentation or other role-relevant exercises. Interview(s), conducted either online or in person. Work sample or other tests/assessments as deemed appropriate for the position. Candidates invited to participate in any stage of the process will be provided with full details in advance. It is the responsibility of applicants to ensure that their contact details are accurate and up to date. If you are invited to an interview or assessment and are unable to attend at the specified time, it may not be possible to reschedule, and your application may be deemed withdrawn from the competition. A panel of successful candidates may be established and retained for a period of up to one year from the date of appointment. Upon expiry of the panel, any subsequent vacancies will be readvertised in accordance with Screen Irelands Recruitment policies and procedures. GUIDANCE FOR APPLICANTS To ensure fairness and consistency, all candidates are advised to structure their application and interview responses using the STAR method : S – Situation : Outline the background or context. T – Task : Explain the challenge or responsibility you faced. A – Action : Describe the specific steps you took. R – Result : Share the outcome, learning, or impact. During the selection process, candidates will be assessed against the Core Capabilities outlined in the Public Appointments Service (PAS) Capability Framework for the relevant grade. We strongly encourage applicants to: Refer to the relevant grade capabilities when preparing examples. Choose clear, specific examples that demonstrate how their experience meets the capability requirements. Reflect both technical/professional expertise and behavioural competencies in their responses CONFIDENTIALITY / DATA PROTECTION Subject to the provisions of the Freedom of Information Act 2014, applications will be treated with the strictest confidence. DATA PROTECTION Personal data will be processed in accordance with our Privacy Notice for Employees . COMMITMENT TO EQUALITY, DIVERSITY & INCLUSION Screen Ireland is an equal opportunities employer and is committed to fostering an inclusive workplace which values and benefits from the diversity of the workforce. Screen Ireland is under the aegis of the Department of Culture, Communications and Sport. Screen Ireland is committed to the future success of the industry through strategic investments in talent and skills with diversity, equity, and inclusion at its core. We understand that fostering a positive culture, underpinned by values of fairness, sustainability, diversity, equity, and inclusion, is crucial in attracting and retaining talent. As an inclusive organisation, we actively work towards promoting diversity and inclusion throughout the entire screen sector. Our comprehensive approach to capacity development ensures that every initiative is designed to be accessible to all, reflecting our dedication to a diverse and equitable industry. In our recruitment activities, we prioritise creating a workforce that exemplifies diversity and equality, setti