Administration Officer

NATURE OF POST

One permanent position - 35 hours per week

SALARY SCALE

€61,216 - €79,582 (including two long service increments). As per DES guidelines, new appointees who are entering this grade for the first time will start at the minimum point of the scale, however incremental credit may apply, if, immediately prior to appointment the appointee is already a serving Civil or Public Servant. Rate of remuneration may be adjusted from time to time in line with Government pay policy.

LOCATION

Appointment is to the Louth Meath Education and Training Board Scheme.

REPORTING/ACCOUNTABILITY RELATIONSHIP

The Grade VII Administration Officer will report directly to the Director of Further Education and Training (FET) or their nominated Assistant Education Officer (AEO).

POST SUMMARY/PURPOSE

The Grade VII Administration Officer (Planning, Data & CRM Systems) will lead the development of data management, reporting, analytics and business intelligence functions across FET, supporting evidence-based decision-making, strategic planning, quality improvement and organisational performance. The postholder will be responsible for developing data reporting frameworks, performance measurement systems and assisting with Key Performance Indicators (KPIs), ensuring that organisational data is effectively collected, analysed and utilised to inform planning, policy development and service improvement.

The role will also have responsibility for the administration, development and continuous improvement of the SEED CRM (Microsoft Dynamics 365) platform, acting as the organisational lead for the system and supporting employer engagement activities through effective CRM management, stakeholder engagement and data-driven reporting.

The postholder will ensure that organisational data is accurate, accessible and effectively utilised to support strategic decision-making, quality improvement, funding requirements, learner outcomes and employer engagement activities.

KEY RESPONSIBILITIES

Data Management, Planning and Performance

• Lead the development and implementation of data management, reporting and analytics processes across FET.
• Support the FET Management Team in the use of qualitative and quantitative data to inform evidence-based decision-making, planning and service development.
• Analyse internal and external data sources, to support strategic planning and future provision.
• Develop and maintain systems for the collection, validation, analysis and reporting of organisational data.
• Monitor and report on Key Performance Indicators (KPIs) to support planning, quality improvement and organisational performance.
• Produce regular reports and analysis relating to learner recruitment, retention, certification, progression, employer engagement and other strategic priorities.
• Support the implementation and ongoing review of the FET Data Management Policy and associated reporting procedures.
• Develop and maintain reporting dashboards and visualisations using tools such as Excel, Power BI and Tableau.
• Ensure data quality, consistency, governance and compliance with GDPR and quality assurance requirements.
• Identify trends, opportunities and areas for improvement through data analysis and provide recommendations to management.
• Support the Director of FET in the development of Strategic Performance Agreements (SPAs), annual service plans, strategic dialogue processes and other reporting requirements.
• Monitor progress against strategic objectives, service plans and agreed actions, providing regular performance updates to management.
• Support quality improvement and funding-related initiatives through the collection, analysis and reporting of relevant data.
• Work with FET managers and centre leaders to ensure data informs planning, provision development and future strategic priorities.
• Participate in and support strategic projects relating to planning, performance, infrastructure and organisational development.

SEED CRM Management

• Act as the organisational lead and primary point of contact for the SEED CRM platform (Microsoft Dynamics 365).
• Manage the administration, maintenance and continuous development of the CRM system.
• Collaborate with SOLAS, other ETBs, software providers and IT personnel regarding CRM implementation, integration and enhancement.
• Support the migration, validation and management of employer engagement and related data within the CRM environment.
• Ensure CRM data quality and readiness to support reporting, planning and employer engagement activities.
• Develop and maintain CRM procedures, documentation, user guides and governance processes.
• Coordinate stakeholder consultation and feedback processes to support CRM development and continuous improvement.
• Design and deliver CRM training and support for staff and relevant stakeholders.
• Monitor CRM performance and recommend enhancements to improve functionality, reporting and user experience.
• Act as a reference resource for employer engagement CRM activities across FET.

Project Delivery and Stakeholder Engagement

• Lead and participate in projects relating to data systems, planning, reporting and organisational development.
• Establish and participate in project teams, working groups and steering committees as required.
• Develop project plans, monitor progress and support the delivery of agreed project outcomes.
• Build and maintain effective relationships with internal and external stakeholders including SOLAS, ETBs and other partner organisations.
• Prepare reports, presentations and briefing materials for management, governance structures and external agencies.
• Conduct project evaluations and contribute to continuous improvement activities.
• Represent FET at relevant meetings, events and sectoral forums.
• Undertake such other duties appropriate to the grade as may be assigned by the Director of FET or their nominee from time to time. The duties outlined above are not intended to be exhaustive and may be amended in line with organisational requirements.

ELIGIBILITY CRITERIA

Citizenship Requirement

Citizenship Requirement: Candidates should note that eligibility to compete for posts is open to citizens of the European Economic Area (EEA) or to non-EEA nationals with a valid work permit. The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein and Norway. Swiss citizens under EU agreements may also apply.

Health and Character

Those under consideration for a position may, at the discretion of the employer, be required to complete a health and character declaration and a Garda Vetting Form. References will be sought.

ESSENTIAL CRITERIA

Candidates for a Grade VII Officer post (by open competition and by confined competition from the Education and Training Sector Candidate Pool) must:

• Have the requisite knowledge, skills, and competencies to carry out the role. Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service.
• Be capable and competent of fulfilling the role to a high standard.
• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied, or vocational programmes) or equivalent or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise.

DESIRABLE CRITERIA

• Relevant third-level qualification (Level 7 or higher on the NFQ) in a discipline such as Data Analytics, Information Systems, Business or Project Management.
• Formal project management qualification.
• Minimum 2 years’ relevant professional experience.
• Experience in data management, reporting and analytics.
• Experience managing CRM systems, preferably Microsoft Dynamics 365 or equivalent.
• Experience in strategic planning and performance management.
• Experience developing KPI frameworks and organisational performance reporting systems.
• Experience working with multiple stakeholders in complex organisational environments.
• Strong analytical and problem-solving abilities.
• Excellent data management and reporting skills.
• Experience using business intelligence tools such as Power BI and Tableau.
• Good knowledge of Microsoft 365 applications and emerging digital technologies.
• Experience in Microsoft Dynamics 365 administration.
• Understanding of data governance, GDPR and quality assurance requirements.
• Strong project management, planning and organisational skills.
• Excellent administrative and IT skills (e.g. advanced proficiency in Microsoft Excel).
• Ability to communicate complex technical information to non-technical audiences.
• Ability to work independently and collaboratively within multidisciplinary teams.
• Knowledge of the Further Education and Training sector and wider public sector environments.

COMPETENCIES REQUIRED

The appointee to the Grade VII Administrative Officer post will be required to show evidence of the following competencies:

Team Leadership

• Works with the relevant team to facilitate high performance, developing clear and realistic objectives and addressing performance issues if they arise.
• Provides clear information and advice as to what is required of the team.
• Strives to develop and implement new ways of working effectively to meet the ETB’s objectives.
• Leads the team by example, coaching and supporting individuals as required.
• Places high importance on staff development, training and maximising skills and capacity of team.
• Is flexible and willing to adapt, positively contributing to the implementation of change.

Judgment, Analysis and Decision Making

• Gathers and analyses information from relevant sources, whether financial, numerical or otherwise, weighing up a range of critical factors.
• Takes account of any broader issues and related implications when making decisions.
• Is reflective in practice.
• Uses previous knowledge and experience in order to guide decisions.
• Makes sound decisions with a well-reasoned rationale and stands by these decisions.
• Puts forward solutions to address problems.

Management and Delivery of Results

• Takes responsibility and is accountable for the delivery of agreed objectives.
• Successfully manages a range of different projects and work activities at the same time.
• Structures and organises their own and others' work effectively.
• Is logical and pragmatic in approach, delivering the best possible results with the resources available.
• Delegates work effectively, providing clear information and guidance as to what is required.
• Proactively identifies areas for improvement and develops practical suggestions for their implementation.
• Demonstrates enthusiasm for new developments/changing work practices and strives to implement these changes effectively.
• Applies appropriate systems/processes to enable quality checking of all activities and outputs.
• Practices and promotes a strong focus on delivering high quality customer service, for internal and external customers of LMETB.

Interpersonal & Communication Skills

• Builds and maintains contact with colleagues and other stakeholders to assist in performing the role.
• Acts as an effective link between staff and senior management.
• Encourages open and constructive discussions around work issues.
• Projects conviction, gaining buy-in by outlining relevant information and selling the benefits.
• Treats others with diplomacy, tact, courtesy, and respect, even in challenging circumstances.
• Presents information concisely and confidently when speaking and in writing.

Specialist Knowledge, Expertise and Self Development

• Has a clear understanding of the roles, objectives and targets of self and team and how they fit into the work of the Department/LMETB Organisation and effectively communicates this to others.
• Has high levels of expertise and broad Public Sector knowledge relevant to his/her area of work.
• Focuses on self-development, striving to improve performance.

Drive & Commitment to Public Service Values

• Strives to perform at a high level, investing significant energy to achieve agreed objectives.
• Demonstrates resilience in the face of challenging circumstances and high demands.
• Is personally trustworthy and can be relied upon.
• Ensures that customers/stakeholders are at the heart of all services provided.
• Upholds high standards of honesty, ethics, and integrity.