Administrative Officer

The role of the Administrative Officer is to be responsible for the efficient management, direction and deployment of resources of the department and function to which the office holder is assigned, within defined parameters relevant to the position in accordance with the Local Authority's vision and objectives

DUTIES AND RESPONSIBILITIES

The Administrative Officer is a management position in Galway City Council with responsibilities in the following areas:

·     To determine the nature, level and pattern of demand for the service in the function and to recommend both service level and strategic policy priorities to senior management;

·     To implement the agreed strategies to meet and to expand or improve the range, quantity or quality of existing services and to recommend changes in strategies as required;

·     To develop and maintain relationships with external agencies in accordance with policy and to ensure the agreements to co-ordinate work programmes are implemented;

·     To achieve and maintain the productive association between elected representatives and the executive delivery of the service;

·     To achieve and maintain similar co-operation with local development agencies in accordance with evolving policy on the integration of local government and local & community development;

·     To identify and agree work programmes, targets and deadlines and ensure their subsequent implementation;

·     To manage performance and to supervise multi-disciplinary staff up to the position/grade of Senior Staff Officer and analogous grades and to ensure the training and development of such staff;

·     To build effective teams, develop motivation and commitment and maintain sound employee relations and morale as relevant, in accordance with good employment practice and relevant legislation;

·     To deputise for the Senior Executive Officer as required;

·     To implement the systems necessary and co-ordinate the resources to support service delivery. This includes systems to manage finance and budgets and ensure value for money, to provide information on the pattern of demand and activity and to schedule work programmes;

·     To undertake any other duties of a similar level and responsibilities as may be required from time to time.

1.     Character

Candidates shall 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.     Citizenship:

Candidates must, by the date of any job offer, be:

                 i.          A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

               ii.          A citizen of the United Kingdom (UK); or

             iii.          A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

             iv.          A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or

               v.          A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa  or

             vi.          A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa

4.     Education, Training, Experience, etc.

Panel A - Confined to local authority sector:

Each candidate must, on the latest date for receipt of completed application Forms;

a)    be a serving employee in a Local Authority or Regional Assembly and have at least two years satisfactory experience in a post of Clerical Officer or analogous grade,

AND

b)    possess a satisfactory knowledge of the functions and duties of local authorities; and

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

Panel B – Open:

Each candidate must, on the latest date for receipt of completed Application Forms:

(1)      (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 (or two subjects if Irish and/or one of the following is included: Mathematics, Accounting, Business Organisation or Economics), or,

(2) Have obtained a comparable standard in an equivalent examination, or,

(3)  Hold a third level qualification of at least degree standard.

AND

(4)  have satisfactory experience in administrative procedures, including adequate practicalexperience in work of an executive nature, office organisation and control of staff.

Panel C - Confined to employees of Galway City Council:

Each candidate must, on the latest date for receipt of completed application Forms;

(a) be a serving employee of Galway City Council and have at least two years satisfactory experience in a post of Clerical Officer or analogous post,

(b) possess a satisfactory knowledge of the functions and duties of local authorities; AND

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

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.

Each candidate must include on the application form details of all qualifications obtained by them. The invitation to attend for Interview is not to be regarded as an admission that you possess the prescribed qualifications and/or requirements for this post or are you qualified by law to hold the post. Documentary proof will be required before appointment where you claim credit for particular qualification, experience, etc.

Key Competencies for the post are given in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings.

Strategic Management & Change

·       Ability to think and act strategically to ensure functional responsibility is properly aligned with corporate policies and strategies;

·       Clear understanding of political reality and context of the local authority;

·       Embeds good governance practices into day to day activities, practices and processes;

·       Develops and maintains positive and productive professional relationships both internally and externally to the local authority;

·       Effectively manages change, foster a culture of creativity in employees and overcomes resistance to change.

Delivering Results

·       Acts decisively and makes timely, informed and effective decisions;

·       Pinpoints critical information and address issues logically;

·       Develops operational and team plans having regard to corporate priorities, operational objectives and available resources;

·       Establishes high quality service and customer care standards;

·       Allocates resources effectively to deliver on operational plans;

·       Identifies and achieves efficiencies;

·       Ensures compliance with legislation, regulation and procedures.

Performance Through People

·       Effectively manages performance of individuals and teams to achieve operational plan targets and objectives;

·       Leads by example to motivate staff in the delivery of high quality outcomes and customer service;

·       Develops staff potential;

·       Manages underperformance or conflict;

·       Understands effective communications at all levels within the organisation;

·       Actively listen to others;

·       Demonstrates high level of verbal and written communication skills;

·       Ability to foster and maintain productive working relationships within the organisation and with relevant stakeholders externally.

Personal Effectiveness

·       Initiative and creativity;

·       Enthusiasm and positivity about the role;

·       Resilience and Personal Well-Being;

·       Personal Motivation;

·       Understands the importance of corporate governance;

·       Commitment to integrity & good public service values;

·       Understanding the structures and environment within which the local authority sector operates and the role of an Administrative Officer in this context;

·       Political awareness.

Local Government Knowledge & Understanding

·       Knowledge of the structure and functions of local government.

·       Knowledge of current local government issues and advocate practice approaches to addressing them.

·       Clear and realistic views of future trends and strategic direction of local government.

·       Understanding the role of an Administrative Officer in this context.

PRINCIPAL CONDITIONS OF SERVICE

Type of Post

Future relevant permanent and temporary posts will be filled from the panel(s) formed. The post(s) will be whole-time, permanent/temporary and pensionable.

Remuneration

The annual salary (Circular Letter EL 03/2024) is as follows:

Point

01/10/2024

€58,252 - €75,728 per year

IMPORTANT NOTE: Candidates should note that the starting salary is not subject to negotiation. Entry into the pay scale above the minimum point will only apply to existing public servants in the context of the relevant Government Pay Circulars. Candidates who are not covered by such Circulars will enter the pay scale at the minimum point i.e. €58,252

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

The holder of the office shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to and received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform.

Probation:

(a)       there shall be a period after such appointments take effect during which such persons shall hold the position on probation,

(b)       such period shall be 12 months but, the Chief Executive may at his or her discretion extend such period,

(c)       such persons shall cease to hold the position at end of the period of probation unless during such period, the Chief Executive has certified that the service of such persons is satisfactory.

Hours of Duty

The person appointed will be required to work a 35 hour week. The successful candidate will be required to log their hours of work in accordance with the requirements of the Organisation of Working Time Act, 1997 and will be required to co-operate with the use of technologies to record such hours.

Annual Leave:

The annual leave entitlement will be 30 days per annum.

Residence:

Holder of the post shall reside in the district in which their duties are to be performed or within a reasonable distance thereof.

Outside Employment:

The position is whole-time and the employee may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties.

Driving Licence:

While not an essential requirement for the position, it would be desirable that Candidates hold a full valid driving licence. Expenses incurred in work related travel will be recompensed in line with departmental circulars.

Garda Vetting:

The successful applicant may be required to undergo Garda Vetting prior to appointment.

Superannuation Contribution:

Persons who become pensionable officers of a local authority, who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of the State Pension Contributory).

Persons who become pensionable officers of a local authority who are liable to pay the Class D rate of PRSI contribution will be required, in respect of their superannuation, to contribute to the local authority at the rate of 5% of their pensionable remuneration.

Widows & Orphans/ Spouses & Children’s Scheme

All persons who become pensionable officers of a local Authority are required, in respect of the Local Government (Spouses and Children’s Contributory Pension) Scheme, 1986, to contribute to the local authority at the rate of 1.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of State Pension contributory) in accordance with the terms of the Scheme.

New Entrants From 1st January 2013 – Single Public Services Pension Scheme

FOR NEW ENTRANTS recruited on or after 1st January, 2013 as well as former public servants returning to the public service after a break of more than 26 weeks. The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 applies to your employment. Members of this Scheme are required in respect of superannuation to contribute at the rate of 3% of pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of State Pension contributory) and you are liable to pay the Class A rate of PRSI contribution.

Retirement Age:

Retirement age will be determined on previous Public Sector Service (if any) and will be advised on appointment.

Former Public Service Employees

Eligibility to compete may be affected where applicants were formerly employed by the Irish Public Service and previously availed of an Irish Public Service Scheme including:

·       Incentivised Scheme for Early Retirement (ISER)

·       Department of Health and Children Circular (7/2010)

·       Collective Agreement: Redundancy Payments to Public Servants

Applicants should ensure that they are not precluded from re-engagement in the Irish Public Service under the terms of such Schemes.  This is a non-exhaustive list and any queries should be directed to the applicant’s former Irish Public Service Employer in the first instance. 

Declaration

Applicants will be required to declare whether they have previously availed of a public service scheme of incentivised early retirement and/or the collective agreement outlined above. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment.

Offer of Appointment

Galway City Council shall require persons to whom an appointment is offered to take up such appointment within a period of not more than one month from the date on which the offer is made. If they fail to take up the appointment within such period, or such longer period as the Council in its absolute discretion may determine, the Council shall not appoint them.

All appointments are subject to receipt of satisfactory references and candidates may be required to produce documentary evidence of qualifications or experience claimed in their applications.

Applications must be made on the official application forms and all sections must be completed in full. When completing the application form accuracy is essential as it will be used as a computer input document. The information you supply in the application form will play a central part of the short listing process. Galway City Council’s decision to include you on the shortlist of candidates going forward to stage two of the process may be determined based on this information.

Where, by reason of the number of persons seeking admission to the competition and the standard of knowledge, training or experience in general of such persons, Galway City Council consider that it would be reasonable not to admit all the persons to the competition, Galway City Council may admit to the competition only persons who appear likely to them to attain in the competition a standard sufficient for selection and recommendation for appointment.

The admission of a person to a competition, or invitation to attend an interview, is not to be taken as implying that Galway City Council are satisfied that such person fulfils the requirements of the Regulations or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important therefore, for you to note the onus is on you to ensure that you meet the eligibility requirements for the competition before attending for interview. If you do not meet these essential entry requirements but nevertheless attend for interview you will be putting yourself to unnecessary expense, as Galway City Council will not be responsible for refunding any expenses incurred.

The competition may consist of a two-stage process:

1.     Short-listing (Desktop and/or Interview)

2.     Competitive interview

Galway City Council may at their discretion require candidates to attend a preliminary interview in which case admission to the competitive interview would be conditional on candidates reaching such a standard as Galway City Council considered appropriate in the preliminary interview.

Interviews shall be conducted by Board(s) set up by Galway City Council. The Board(s) will assess the merits of candidates (except insofar as they are assessed otherwise) in respect of matters referred to in the prescribed Qualifications and any other relevant matters.

Before being recommended for appointment candidates shall satisfy Galway City Council that they possess the requisite knowledge and ability (including a high standard of suitability and where administrative experience is a requirement, that the candidate possess experience at an appropriate level) for the proper discharge of the duties of the position. Galway City Council may, at their discretion, select and recommend another person(s) for appointment on the results of this competition if the person recommended for appointment does not accept the appointment or, having accepted it, relinquishes it or if an additional vacancy arises.

The onus is on all applicants to make themselves available for the obligatory test(s) on the date(s) specified by Galway City Council and to make whatever arrangements are necessary to ensure that they receive communications sent to them at the address specified on their application form.

Galway City Council reserves the right to conduct interviews (Shortlisting and/or Final Interviews) through a virtual platform i.e. Microsoft Teams.