Administrative Officer

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 Councils activities, including the management of employees. He/she contributes to and implements strategic and policy decisions of the Council, through ensuring the implementation of operational plans.

The appointee will be expected to work closely with senior managers and elected representatives in delivering services to the highest standard and contribute to the development and implementation on 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. Appointees will be required to carry out their duties with an understanding of the political context of local government, and in a manner that enhances public trust and confidence and ensures impartial decision making.

Appointments: A panel may be formed on the basis of interviews, from which both permanent and/or temporary offers of employment may be made.

Salary: €61,217 - €79,583 - with annual increments payable subject to satisfactory overall performance, attendance, etc.

Offers of appointment to persons who are not serving local authority employees will be based on the minimum of this scale.

Where the person being appointed is a serving local authority employee, normal starting pay rules will apply.

Annual Leave:30 days per annum

Hours of Work:While the normal working week will constitute 35 hours, the appointee will be required to work the hours directed by the Chief Executive of Kerry County Council, which will include hours outside of the normal working day associated with the responsibilities and requirements of the post.

A flexible working hours system is in operation.

Duties & Responsibilities

The key duties and responsibilities of the post of Administrative Officer include:-

• to 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 an prioritising of work programmes
• to implement the strategic and policy decisions of the Council by ensuring that work programmes within their area(s) of responsibility are implemented to deliver on the Council’s corporate and operational plans
• to 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
• to communicate and liaise effectively with employees, managers in other sections, senior managers, customers, and elected representatives and other stakeholders in relation to operational matters for their section(s)
• to research, analyse, and communicate information on specific issues and policies as appropriate, including compiling preparing and presenting reports, presentations, correspondence, etc.
• to represent the local authority on committees and at meetings and to report on progress in his or her respective section or department as required
• to provide support and administrative assistance in the delivery of projects as required
• to 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
• to identify opportunities for improvements in the service delivery, value for money and other efficiencies within the relevant areas of responsibility and to use performance indicators effectively as appropriate
• to communicate, implement and manage change management initiatives within the relevant area of responsibility
• to manage and supervise employees in supporting roles, including assigning duties and workload, providing on-going support, handling day to day issues and identifying training and development requirements as appropriate
• to ensure that the department or section are in compliance with all organisational policies, procedures, practices and standards and in in compliance with the principles of good governance, legislative requirements and Department of Housing, Planning & Local Government circulars and guidance
• to provide assistance in the understanding an interpretation of the Council’s policies and procedures to employees in their area of responsibility, and to customers and other stakeholders as appropriate
• to participate in corporate management activities and responsibilities appropriate to the grade
• to be in compliance with Health and Safety legislative requirements, policies and procedures and safe systems of work
• to deputise for the line manager or equivalent as required
• to undertake any other duties of a similar level and responsibility, as may be required, or assigned, from time to time

Eligibility Criteria

Applications are invited from suitably qualified persons who wish to be considered for inclusion on panels from which vacancies for Administrative Officer may be filled.

Panel A (Confined to the Local Authority Sector)

This panel will comprise of successful candidates from within the Local Authority Sector, i.e. candidates who are serving employees of a Local Authority or Regional Assembly.

Panel B (Open)

This panel will comprise of all successful candidates in order of merit and may include candidates serving in a Local Authority, Regional Assembly and external candidates.

Panel C (Confined to Kerry County Council)

This panel will comprise of successful candidates who are serving employees of Kerry County Council.

Character:

Each candidate must be of good character.

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.

Citizenship:

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

a)     a citizen of the European Economic Area (EEA), or

The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway

b)     a citizen of the United Kingdom (UK), or

c)     a citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons, or

d)     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

e)     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

f)      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

Education/ experience, etc.:

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

Panel A

(a)    be a serving employee in a local authority, or regional assembly and

(b)    have satisfactory experience at a level not lower than that of Assistant Staff Officer, and have not less than two years’ satisfactory experience either in that post or at a level not lower than that of Clerical Officer, and

(c)    possess a good standard of administrative experience and adequate experience in office organisation and in the control of staff

Panel B

(a)    have a good general standard of education, and

(b)    have proven and relevant experience in administrative procedures including practical experience in work of an administrative nature, office organisation, and control of staff

Panel C

(a)    be a serving employee of Kerry County Council and

(b)    have satisfactory experience at a level not lower than that of Assistant Staff Officer, and have not less than two years’ satisfactory experience either in that post or at a level not lower than that of Clerical Officer, and

(c)    possess a good standard of administrative experience and adequate experience in office organisation and in the control of staff

Essential Skills

In addition to meeting the eligibility criteria set out above, candidates must be able to demonstrate that they possess the following knowledge, experience, skills and competencies. Candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take note of these when completing the application form as any short-listing or interview processes will be based on the information provided by the candidates.

Knowledge, Experience & Skills

·     Knowledge and understanding of the structure and functions of local government

·     Knowledge of current local government issues, priorities and concerns and the strategic direction of local government

·     Understanding of the role of an Administrative Officer

·     Relevant administrative experience at a sufficiently high level

·     Experience of managing and supervising staff, including managing performance

·     Experience of compiling, preparing and presenting reports, presentations, correspondence, etc.

·     Effective budget and financial and resource management skills

·     Knowledge and experience of operating ICT systems

Management and Change

·  Think and act strategically

·  Develop and maintain positive, productive and beneficial working relationships

·  Effectively manage the introduction of change and demonstrate flexibility and openness to change

Delivering Results

·  Contribute to the development of operational plans and lead the development of team plans

·  Plan and prioritise work and resources effectively

·  Establish high quality service and customer care standards

·  Make timely, informed and effective decisions and show good judgement and balance in making decisions or recommendations

Leading and Motivating, and Managing Performance

·  Lead, motivate and engage employees to achieve quality results and to deliver on operational plans

·  Effectively manage performance

Communicating Effectively

·  Have effective verbal and written communication skills

Personal Effectiveness

·   Take initiative and seek opportunities to exceed goals

·   Manage time and workload effectively and operate in an environment with significant complexity and pace

·   Maintain a positive, constructive and enthusiastic attitude to their role