Administrative Officer

The Administrative Officer is also a contributor to the strategic and policy-making decisions of the Council and will be expected to contribute to the development and implementation of forward-thinking strategies within the local authority and to work closely with senior management, elected representatives, external agencies, and relevant stakeholders in delivering services to the highest standard.

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 multi-disciplinary team within one of the Council’s Directorates to deliver a broad and diverse range of services. These may include planning, human resources, community and social development, housing, recreation, amenity and cultural services, environmental services, transportation and infrastructure, and emergency services.

The Ideal Candidate

The Ideal Candidate must be able to demonstrate that they have sufficient experience and a proven track record in the following:

• Be able to demonstrate a proven capacity to contribute to the development and delivery of strategic objectives, including through the implementation of service improvements and change programmes.

• Have a clear track record of managing resources and utilizing data to ensure efficient service design and delivery.

• Have experience of leading and managing diverse teams, enhancing employee engagement, and creating a culture of innovation and personal responsibility.

• Have the ability to maximise financial resources within a budgetary control framework.

• Have knowledge of Kildare County Council’s strategic objectives, an understanding of the range of internal and external stakeholders, and a track record in successful stakeholder engagement.

• Have the ability to plan and prioritise work effectively, work under pressure to tight deadlines, and take a strategic approach in the formulation and delivery of key policy objectives.

• Have the ability to foster and maintain productive working relationships within the organisation and with relevant stakeholders externally.

• Have knowledge of the structure and functions of local government, current local government issues, future trends, and the strategic direction of local government, and an understanding of the role of the Administrative Officer in this context.

Duties and Responsibilities

The following is a non-exhaustive list of key duties and responsibilities which may be assigned to an Administrative Officer:

• Managing one or more sections or departments within the Council and implementing the strategic and policy-making decisions of the local authority.

• Contributing to the development of longer-term strategy and policy to guide the work of the Council and development of the County.

• Ensuring that section or department work programmes are implemented to deliver on the Council’s strategies and objectives for the overall development of the County outlined in various corporate plans and strategies.

• Identifying opportunities for improvements in service delivery within the relevant area of responsibility and using key performance indicators or other performance indicators effectively as appropriate.

• Initiating, developing, and delivering relevant projects and work and evaluating their success relative to various strategies and plans.

• Preparation of budgets and responsibility for the day-to-day financial management of capital and operational expenditure in the department or section, including maximising funding opportunities where appropriate and ensuring all available funding is availed of, drawn down, and recouped within appropriate time frames.

• Managing and supervising employees in supporting roles up to the position/grade of Senior Staff Officer (Grade VI) or analogous grades, including assigning duties and workload.

• Providing ongoing support to employees in the department or section, including handling day-to-day problems and identifying training and development requirements as appropriate.

• Ensuring full compliance with all organisational policies and procedures including grievance and disciplinary, performance management, and attendance management.

• Communicating and liaising effectively with employees, managers in other sections, senior managers, customers, and elected representatives in relation to operational matters for their section.

• Ensuring that department or section operations follow all Council policies, procedures, practices, and standards and are in compliance with the principles of good governance, legislative requirements, and Local Government circulars and guidance.

• Assisting from time to time with the development, implementation, and review of appropriate strategies, plans, and policies for the development of the local authority area which may include relevant research, consultation, and interaction with statutory, local development, and social partners.

• Representing the local authority on committees and at meetings, including Council, Municipal District, and Strategic Policy Committee meetings, and reporting on progress in their respective section or department.

• Organising and facilitating internal and external meetings and participating and engaging in discussions as appropriate.

• Deputising for the Senior Executive Officer or analogous grade as required.

• Promoting coordination and integration of service delivery between local government, voluntary, public sector, and local development bodies operating within the local authority area, especially in relation to cross-sectoral interests, community, and business interests.

• Developing and maintaining a productive working relationship with all external agencies, bodies, elected representatives, and committee members, including appropriate information provision and assistance when required.

• Contributing to corporate governance and ensuring compliance with legislative and regulatory provisions, including relevant health and safety provisions.

Notwithstanding the requirements of the post, successful applicants may be assigned to any service area/role within the Local Authority at an analogous level by the Chief Executive at any time. These duties are indicative rather than exhaustive and are carried out under general guidance.

Panel Formation

Recruitment arrangements to this grade are on the following basis:

• 50% confined to employees of the sector

• 30% open

• 20% confined to employees of Kildare County Council

The Council will form three separate panels of suitably qualified candidates to meet the requirements agreed nationally of the ratio of posts to be confined to the Local Government sector, Open/External, and those confined to Kildare County Council staff.

The order of candidates placed on each of the three panels is determined by where they were placed on the overall Order of Merit List.

• Panel A (Confined to Local Authority Sector) will comprise of successful applicants in order of merit from within the Local Authority Sector only, i.e., candidates serving in a Local Authority or Regional Assembly (where applicable).

• Panel B (Open) will comprise of all successful applicants in order of merit and may include candidates serving in a local authority, regional assembly, and external applicants.

• Panel C (Confined to Kildare County Council) will comprise of all successful applicants in order of merit from within the recruiting Local Authority, i.e., candidates serving in Kildare County Council.

For the purposes of the above, the sector Panel A is comprehended to include all Local Authorities and the three Regional Assemblies only. Staff who are not existing employees of local authorities or regional assemblies are not eligible to apply for competitions confined to the sector (Panel A) or to the local authority (Panel C).

Qualifications

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.

Education, Training, and Experience

Applicants to Panel B (Open)

• 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.

• 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).

• Have obtained a comparable standard in an equivalent examination, or

• Hold a third-level qualification of at least degree standard.

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

Confined Competition (Panel A)

• Be a serving employee of a local authority or a regional assembly and have not less than two years’ satisfactory experience in a post of Clerical Officer or analogous post.

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

Confined Competition (Panel C)

• Be a serving employee of Kildare County Council and have not less than two years’ satisfactory experience in a post of Clerical Officer or analogous post.

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

Particulars of Employment

The Post: The post is whole-time (i.e., 35 hours per week) and appointment may be permanent or temporary.

Location: Kildare County Council reserves the right to assign the successful candidates to any premises in use by the Council, now or in the future. The person appointed will be required to report to their place of work by their own means of transport and at their own expense.

Commencement: Kildare County Council shall require a person to whom an appointment is offered to take up such appointment within a period of not more than one month and if they fail to take up the appointment within such period, or such other longer period as the Council in its absolute discretion may determine, Kildare County Council shall not appoint them.

Working Hours (35 Hour Week):

• The hours of work are 9.00 a.m. to 5.00 p.m., Mondays to Fridays (rotas operate for lunchtime opening).

• Kildare County Council also has a flexi-time system in operation, details of which are available from the Human Resources Section.

• The Council reserves the right to alter your hours of work from time to time. You may be required to work overtime on various occasions.

• All hours worked are subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Regulations, 2001.

• Kildare County Council requires employees to record their hours using a clocking system.

Reporting Arrangements

Administrative Officers report directly to the appropriate supervisor in the Section or to any other employee of Kildare County Council as the Director of Services or other appropriate employee may designate for this purpose. A system of regular appraisal will be operated during employment, which will involve discussions between the employee and the line manager regarding performance and conduct.

Probationary Period of Employment

Where a person is permanently appointed to Kildare County Council, the following provisions shall apply:

• There shall be a period after appointment takes effect, during which such a person shall hold the position on probation.

• Such period shall be twelve months, but the Chief Executive may, at their discretion, extend such period.

• Such a person shall cease to hold the position at the end of the period of probation, unless during this period the Chief Executive has certified that the service is satisfactory.

• The period may be terminated on giving one week’s notice as per the Minimum Notice and Terms of Employment Acts.

• There will be assessments during the probationary period.

Remuneration

• €60,011 per annum to €72,790 per annum (maximum)

• €75,395 per annum (LSI 1) after 3 years satisfactory service at maximum

• €78,015 per annum (LSI 2) after 6 years satisfactory service at maximum

On appointment, successful candidates will be placed on the first point of the salary scale. Appointment to a higher point of the salary scale may apply to candidates employed elsewhere in the public service, subject to verification of service history.

Remuneration is paid fortnightly by PayPath directly to the employee’s nominated bank account. The current wage pay cycle may be revised during the period of employment. Remuneration is subject to all statutory deductions, e.g., P.A.Y.E. and P.R.S.I.

Increments are paid annually subject to satisfactory attendance, conduct, and performance, and national agreements. Increments may be withheld if performance, attendance, and/or conduct are not satisfactory.

Superannuation and Retirement

A person who becomes a pensionable employee of the County Council will be required, in respect of their superannuation, to contribute to the Local Authority at the appropriate rate. The terms of the Local Government Superannuation (Consolidation) Scheme 1998 as amended, or the Public Services Superannuation (Miscellaneous Provisions) Act 2004, or the Public Service Pensions (Single Scheme & Other Provisions) Act 2012 will apply as appropriate on appointment.

Retirement age for employees is dependent on their relevant contract of employment, with due consideration given to the rules of the Superannuation Scheme to which they belong.

• For appointees who are deemed not to be “new entrants” as defined in the Public Service Superannuation (Miscellaneous Provisions) Act, retirement is compulsory on reaching 65 years of age.

• The minimum retirement age for “new entrants” to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is 65. There is no mandatory retirement age.

• Effective from 1st January 2013, The Single Public Service Scheme applies to all first-time new entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks:

  • Retirement age is set, initially, at 66 years; this will rise in step with statutory changes in the State Pension Contributory (SPC) age to 67 years in 2021 and 68 years in 2028.

  • Compulsory retirement age will be 70.