Administrative Officer

Job Description - Initial and General Duties Grade VII Administrative Officer with Initial Duties attached to a Specialist Post in Innovation and Change Management This role will support the Head of Innovation, Change Management and Capital Development in driving the strategic transformation of the organisation through innovative practices, digital transformation, and continuous improvement processes. The successful candidate will drive change initiatives across all Donegal Education & Training Board's service offerings, ensuring that the organisation adapts to the evolving needs of learners, staff, and stakeholders This role is vital to ensuring that Education & Training Board's schools, training centres, offices and educational services are equipped digitally to meet evolving learner needs and deliver world-class educational outcomes.

Initial Duties for Grade VII (Innovation and Change Management) Innovation & Digital Transformation: ● Drive the adoption of new technologies, processes, and learning methodologies to enhance administrative and teaching and learning efficiencies. This will involve working closely with the Head of Innovation, Change Management and Capital Development, the ICT Department and other functional areas within Donegal ETB. ● Promote the use of emerging technologies, digital tools, and creative methodologies to enhance the delivery and support of education and training programs and support services. ● Keep abreast of global trends in education and administration, and incorporate best practices into Donegal ETB’s service offerings. ● Investigate and implement new technologies to improve efficiency and enhance information systems. ● Manage the analysis and specification of new systems and upgrades to an agreed methodology to achieve successful outcomes. ● Coordinate the planning, analysis, design, development, testing, documentation and implementation of new information systems in accordance with the regulations and guidelines of the Department of Education and Youth/ETB. ● Cooperate and liaise with key stakeholders in the implementation of new systems or upgrading of existing systems within the ETB. ● Assist in overseeing the introduction and implementation of AI technologies and associated policies, ensuring the technologies are ethical, efficient, and secure for use within the organisation. ● Project manage ICT projects to ensure standards, targets, and budgets are adhered to. ● Procure ICT software, and licences (including contract negotiation) in conjunction with the ICT and Procurement Departments. ● Contribute as necessary to Donegal ETB’s ISMS (Information Security Management System) work towards meeting the NCSC Baseline Standards.

Change Management: ● Drive the development and execution of change management strategies to support organisational transformation initiatives. ● Develop the capability of Donegal ETB staff to change and innovate through feedback, coaching, and creating opportunities for skills development. ● Engage and support staff, students, and stakeholders in adapting to change, ensuring that transitions are smooth, and communication is clear. ● Support and engage senior leaders in taking up their change leadership role and in building their change capacity and skills to support effective working relationships. ● Work with communication colleagues to optimise approaches for good change practice and increase momentum for change. ● Effectively manage change, foster a culture of creativity, continuous improvement, innovation and agility in staff and overcome resistance to change. ● Monitor and evaluate the effectiveness of change initiatives, making adjustments as needed to ensure desired outcomes are achieved.

Grade VII (Innovation and Change Management) – General Duties ● Assist the APO/Director/CE, as appropriate, in the provision of an efficient and effective ETB service in accordance with agreed procedures. ● Assist in the planning, control, management and co-ordination of the efficient operation of the functions of the Department/ETB. ● Contribute to the provision of an efficient and effective administrative service for internal and external customers that adheres to agreed procedures and best practices. ● Support organisational sustainability and Green ICT initiatives. ● Working in conjunction with the ICT and Corporate Services Departments on establishing and promoting appropriate policies, guidelines, standards, and processes. ● Ensure compliance with Legislation, Policies & Procedures and Departmental Circular Letters within the functional area(s) of the ETB including, inter alia; Risk Management, Freedom of Information, Data Protection, Planning and Development and Office of Government Procurement. ● Maintain accurate and effective records management to comply with legislative and organisational requirements. ● Compile accurate Data Returns for the functional area for relevant bodies e.g. ETBI, Department of Education and Youth, Department of Expenditure and Reform (DPER), Department of Further & Higher Education, Research, Innovation & Skills, (DFHERIS), SOLAS, FOI, Data Protection, OGP or other relevant body or Department where accurate ETB data is required. ● Brief APO/Senior Management, as appropriate, on the progress of Project Work. ● Prepare, review and update reports for the CE, Director, APO, Department Officials, Auditors or other relevant persons, as and when required. ● Comply with C&AG and internal audits of the administrative areas of Donegal ETB. ● Act on Department/Cross Functional Project Teams from time to time. ● Attend and contribute to local, regional and national meetings attached to the functional area as appropriate. ● Be flexible and willing to readily respond to changing circumstances and expectations. ● Other tasks or project work as required by the APO/Director/CE to contribute to the objectives of the ETB. ● Deputising for the line manager as required. ● Any other duties which may be assigned by the APO/Director/CE. CITIZENS 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. Some posts may require special security clearance. In the event of potential conflicts of interest, candidates may not be considered for certain posts.

PERSON SPECIFICATION/SKILLS • Have excellent customer service and organisational skills • Possess significant project management skills • Be self-motivating, flexible and results focused • Ability to prioritise and manage work in a dynamic and pressurised environment • Ability to understand business needs with a broad awareness of operational and environmental considerations • Excellent judgement, problem-solving, analytical, and decision-making skills • Proven record as a team-player with a flexible approach • Excellent organisational, communication, and interpersonal skills • A good knowledge of and proven experience in managing Innovation and Change Management • Have an understanding of the main features and current challenges of public service Digital Transformation • Full Drivers Licence and access to own transport

Qualifications and Experience attached to Innovation and Change Management Qualifications Essential: Have a recognised third level qualification in a relevant area, or Have an accredited qualification commensurate with the role, and/or Have a minimum of three years’ full time relevant experience in a middle management position in an equivalent role.

Desirable:

Third level qualification in the area of ICT.

Experience

• Demonstrated experience in leading or managing Innovation and Change projects • Have excellent knowledge and experience in Microsoft Windows environments, Microsoft Technology Stack (Office 365, SharePoint, CRM, Power Apps, Power BI, etc) and Google apps • Demonstrated experience of managing the analysis and specification of new systems to an agreed methodology • Have at least 3 years’ experience in co-ordinating the planning, analysis, design, development, testing and implementation of new systems or upgrading of existing systems • Demonstrated experience of managing projects and/or third-party providers ensuring service quality, standards and targets are achieved and within budget • Demonstrated experience in a role including but not limited to general supervision, teamwork scheduling, professional development and training • Have experience in implementing robust corporate governance practices including ability to demonstrate a strong understanding of accountability and governance requirements of public bodies

COMPETENCIES Team Leadership • Works with the team to facilitate high performance, developing clear and realistic objectives • Strives to develop and implement new ways of working effectively to meet objectives • Provides clear information and advice as to what is required to deliver

Innovation and Change • Leads the team by example, coaching and supporting individuals when and where necessary • Places high importance on staff development, training, maximising skills and capacity of a team • Is flexible and willing to adapt, positively contributing to the implementation of change

Judgement, 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, agendas, sensitivities, and related implications when making decisions • Uses previous knowledge and experience in order to guide decisions • Uses judgement to make sound decisions with a well-reasoned rationale and stands by these • 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 evidence 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

Interpersonal and Communication Skills • Builds and maintains contact with colleagues and other stakeholders to assist in performing 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 clearly, concisely, and confidently when speaking and in writing • Collaborates and supports colleagues to achieve organisational goals

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 unit and Department/Organisation and effectively communicates this to others • Has high levels of expertise in the area of Innovation and Change Management and broad Public Sector knowledge relevant to his/her area of work • Focuses on self-development, striving to improve performance

Drive and 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 are at the heart of all services provided • Upholds high standards of honesty, ethics, and integrity Salary: €59,416 – €77,242 per year

On appointment the employee will be appointed at the minimum of the new scale. An existing public servant on promotion will have salary applied as per Department of Education Circulars. Please refer to paragraph 8 of the Guidance Notes for further information on starting salary.