Administrative Officer

SECTION 1: THE ROLE

The Administrative Officer is the most senior grade within a five-tier administrative structure. The administrative structure ranges from the entry grade of Clerical Officer (Grade 3) through to Assistant Staff Officer (Grade 4), Staff Officer (Grade 5), Senior Staff Officer (Grade 6), and Administrative Officer (Grade 7). See Section 10 below.

The Administrative Officer is a management position within the local authority and is assigned responsibility for the day-to-day administration and management of one or more sections or departments handling specific areas of the Council's activities, including the management of employees.

The Administrative Officer is an operational team lead and a crucial level between frontline staff and senior management with responsibility for resource management and service delivery. The successful candidate will be expected to work closely with senior managers and elected representatives in delivering services to the highest standard and to contribute to the development and implementation of strategies and policies.

The Administrative Officer is the primary point of contact and liaison with other departments or directorates in relation to all operational matters for the service delivery section or sections for which they are responsible.

The Administrative Officer may represent the Council on committees and at meetings and may be asked to report on progress in their respective section(s) at Council meetings, Municipal District meetings, Strategic Policy Committee meetings, etc.

An Administrative Officer is responsible for the efficient management, direction, and deployment of resources for the department or service to which they are assigned and will generally work as part of a multidisciplinary team within one of the Council’s Directorates to deliver a broad and diverse range of services. These may include human resources, housing, transportation, planning, infrastructure, environmental protection, recreation, amenity and cultural provision, community development, and emergency services.

The Administrative Officer is expected to carry out their duties with an understanding of the political context of local government and in such a manner that enhances public trust and confidence and ensures impartial decision-making.

SECTION 2: DUTIES

The post holder will work under the direction and control of the Senior Executive Officer or analogous grade, or other officer designated by the Chief Executive or Director of Services, as appropriate.

The duties may include, but are not limited to, the following, and the post holder may be required to perform other duties appropriate to the post that may be assigned from time to time and to contribute to the development of the post while in office.

Be responsible for the management and administration of one or more sections or departments within the Council, including the management of staff and the planning and prioritising of work programmes.

Contribute to and implement the strategic and policy decisions of the Council by ensuring that work programmes within their area of responsibility are implemented to deliver on the Council’s corporate and operational plans.

Develop and maintain productive working relationships with all external agencies, bodies, elected representatives, committee members, and other stakeholders, including providing information and assistance when required.

Communicate and liaise effectively with employees, managers in other sections, senior managers, customers, elected representatives, and other stakeholders in relation to operational matters for their section.

Research, analyse, and communicate information on specific issues and policies as appropriate, including compiling, preparing, and presenting reports, presentations, correspondence, etc.

Represent the local authority on committees and at meetings and report on progress in their respective section or department as required.

Provide support and administrative assistance in the delivery of projects as required.

Be responsible for the day-to-day financial management of capital and operational expenditure in the department or section, including preparation of budgets and maximising funding opportunities where appropriate.

Identify opportunities for improvements in service delivery, value for money, and other efficiencies within the relevant area of responsibility and use performance indicators effectively as appropriate.

Communicate, implement, and manage change management initiatives within the relevant area of responsibility.

Manage and supervise employees in supporting roles, including assigning duties and workload, providing ongoing support, handling day-to-day issues, and identifying training and development requirements as appropriate.

Ensure that department or section operations comply with all Council policies, procedures, practices, and standards, as well as the principles of good governance, legislative requirements, and Department of Housing, Local Government & Heritage circulars and guidance.

Ensure compliance with relevant policies, procedures, legislation, standards, codes of conduct, and general principles of good governance, including grievance and disciplinary, performance management, and attendance management procedures at all times.

Provide assistance in the understanding and interpretation of the Council’s policies and procedures to employees in their area of responsibility and to customers and other stakeholders as appropriate.

Participate in corporate management activities and responsibilities appropriate to the grade.

Comply with Health and Safety legislative requirements, policies and procedures, and safe systems of work.

Deputise for the line manager or equivalent as required.

Undertake any other duties of a similar level and responsibility as may be required or assigned from time to time.

SECTION 3: ELIGIBILITY CRITERIA / QUALIFICATIONS

Cork County Council may, following the interview process, form three panels for the post of Staff Officer from which future vacancies may be filled.

• 20% will be confined to the recruiting Local Authority.
• 50% will be confined to the Local Authority Sector.
• 30% will be filled by Open Competition.

Suitably qualified persons are invited to apply for the following panel(s):

• Panel A – Confined to Local Authority Sector/Regional Assemblies (Be a serving member of the Local Authority Sector/Regional Assemblies)
• Panel B – Open Competition (Open to internal and external applicants)
• Panel C – Confined to the Recruiting Local Authority or Applicable Regional Assembly (Be a serving member of the recruiting Local Authority/Regional Assembly)

Appointments will be made in strict order of merit from the panels established following this competition, in accordance with Local Government Management Agency (LGMA) guidance.

Cork County Council operates a single, sequenced offer process, under which each candidate will receive one offer only in respect of this competition, regardless of whether they are placed on more than one panel.

Where a candidate is eligible on multiple panels, they will be considered and approached once, at the appropriate point in the prescribed panel sequence. This approach ensures fairness, transparency, and equal treatment of all candidates while preserving panel eligibility rules and order of merit within each panel.

1. Character

Each candidate must be of good character.

2. Health

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3. Education, Training, Experience, etc.

Each candidate must, on the latest date for receipt of completed application forms:

(a) Have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects (or four subjects if Irish is included) from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme, including Irish and/or English and one of the following: Mathematics, Accounting, Business Organisation, or Economics;

AND

(b) Have obtained at least Grade C (or Honours) in Higher Level (or Honours) papers in three subjects in that examination (two subjects if Irish and/or one of the following is included: Mathematics, Accounting, Business Organisation, or Economics);

OR

Have obtained a comparable standard in an equivalent examination;

OR

Hold a third-level qualification of at least degree standard;

AND

Have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organisation, and control of staff.

Confined Competition

(a) Be a serving employee of a Local Authority/Regional Assembly and have not less than two years’ satisfactory experience in a post of Clerical Officer or analogous post;

AND

(b) Have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organisation, and control of staff.

4. Age

Age restrictions shall only apply to a candidate where they are not classified as a new entrant within the meaning of the Public Services Superannuation Act, 2004. A candidate who is not classified as a new entrant must be under 70 years of age.

5. Transport

When required to do so, holders of the post should hold a full driving licence for Class B vehicles and shall be required to drive a motor car in the course of their duties and, for this purpose, provide and maintain a car to the satisfaction of the local authority.

6. Required Skillset

In the context of the key duties and responsibilities for the post of Administrative Officer listed above, the ideal candidate should demonstrate through their application form and at interview that they have knowledge and experience of:

• The structure and functions of local government, current local government issues, future trends, and the strategic direction of local government, together with an understanding of the role of the Administrative Officer in this context.
• Relevant administrative experience at a sufficiently high level.
• Experience of managing and supervising staff, including performance management.
• Experience of compiling, preparing, and presenting reports, presentations, correspondence, etc.
• Effective budget, financial, and resource management skills.
• Knowledge and experience of operating ICT systems.
• Excellent strategic ability, capacity to bring about change, and performance management skills.
• The ability to communicate effectively with senior management.
• The ability to plan and prioritise work effectively and be proactive and self-directed.
• The ability to work under pressure to tight deadlines and take a strategic approach in the delivery of key policy objectives.
• The ability to manage and deal with conflicting demands within prescribed timeframes and deadlines.

SECTION 4: COMPETENCIES

A competency-based application form requires you to describe some of your personal achievements to date that demonstrate certain competencies (necessary skills and qualities) required for the position for which you are applying.

For each competency, you are given a description of a skill or quality. You are then asked to describe a situation, from your own experience, which you think is the best example of what you have done that demonstrates this skill or quality.

It is essential that you describe how you demonstrated the skill or quality in question.

Therefore, compose your replies carefully in this section and structure your responses so that you provide specific information about what you have done. For example, do not simply say that "X was successful." Instead, describe exactly what you did and how you demonstrated the skill or quality.

For each example, please include the following:

a. The nature of the task, problem, or objective.

b. What you actually did and how you demonstrated the skill or quality (and, where appropriate, the date you demonstrated it).

c. The outcome or result of the situation and your estimate of the proportion of credit you can claim for the outcome.

The information you present in your application may form part of a shortlisting process and may also be used to help structure your interview, should you be invited to one.

A shortlisting process may be applied based on two or more of the competencies and on other information you provide in your application form.

Please note that, should you be called to interview, the board may look for additional examples of where you demonstrated the knowledge, experience, skills, and competencies required for this post. You should therefore think of a number of examples demonstrating each of the required skills.

SECTION 5: TENURE

The position is permanent and full-time. The post is pensionable.

Panels may be formed to fill this position and future vacancies for Administrative Officer that may arise during the lifetime of the panels.

SECTION 6: SALARY

The salary scale for the post is €61,217 - €79,583 per annum.

€61,217 - €62,716 - €64,464 - €66,219 - €67,973 - €69,541 - €71,146 - €72,702 - €74,253 (Maximum) - €76,910 (1st LSI) (after three years' satisfactory service on the maximum) - €79,583 (2nd LSI) (after three years' satisfactory service on the 1st LSI).

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government and Heritage.

In accordance with Departmental Circular Letter EL 02/2011, a person who is not a serving local authority employee on or after 1 January 2011 will enter the scale for the position at the minimum point.

The rate of remuneration may be adjusted from time to time in line with Government policy.