Administrative Officer

ESSENTIAL REQUIREMENTS

Essential Requirements are the minimum requirements required for the position and are set out by the Department of Housing, Local Government and Heritage for administrative and technical/engineering grades.

For outdoor grades and some specialised grades, the minimum eligibility requirements are set out by Kilkenny County Council Human Resources Department in consultation with the relevant Line Manager as they are not set centrally by the Department.

Applicants will be required to submit scanned images of documentation to establish the applicant meets the following minimum eligibility criteria:

MINIMUM ELIGIBILITY REQUIREMENTS – PANEL A

Character

Candidates shall be of good character.

Health

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

Education, Training, Experience etc.

(a) Be a serving employee in a local authority, or a regional assembly and have no 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.

MINIMUM ELIGIBILITY REQUIREMENTS – PANEL B

Character

Candidates shall be of good character.

Health

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

Education, Training, Experience etc.

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

(i)

(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

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

or

(iii) Hold a third level qualification of at least degree standard,

and

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

Please note in relation to point (ii) above, an example of a comparable standard in an equivalent examination refers to the national state exams of another country, for example the A Levels in the UK.

MINIMUM ELIGIBILITY REQUIREMENTS – PANEL C

Character

Each candidate shall be of good character.

Health

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

Education, Training, Experience etc.

(a) Be a serving employee of Kilkenny City Council and have at least 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.

DESIRABLE REQUIREMENTS

Kilkenny County Council can, for any position they advertise, include Desirable Requirements. Desirable Requirements are those that would be beneficial to optimising job performance. Desirable Requirements can be used if necessary to reduce numbers called for interview.

It is desirable that each candidate shall:

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

• Have a strong sense of commitment to delivering quality public services and be willing to take on a challenge.

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

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

Applicants should satisfy themselves they are eligible under the required qualifications. Kilkenny County Council may not be in a position to investigate the eligibility of all candidates in advance of the interview/examination, and hence persons who are ineligible but nevertheless enter, may put themselves to unnecessary expense.

JOB DESCRIPTION

The Administrative Officer is a middle management supervisory position in Kilkenny County Council and is assigned responsibility for the development, management, and day-to-day operations of one or more departments or services within the Council. The Administrative Officer is the primary point of contact and liaison with other sections in relation to service delivery for their area of responsibility.

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. The 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 planning, economic and enterprise development, community and social development, housing, recreation, amenity and cultural services, environmental services, transportation and infrastructure, corporate services and HR, and emergency services.

JOB DUTIES AND RESPONSIBILITIES

DUTIES OF THE ADMINISTRATIVE OFFICER SHALL INCLUDE:

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

Key duties and responsibilities of the role 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 and prioritising of work programmes.

• To 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.

• Supervise and participate in the Performance Management Development System (PMDS).

• 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.

• To provide support and administrative assistance in the management and delivery of projects as required.

• 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 ongoing support, handling day-to-day issues, managing performance, and identifying training and development requirements as appropriate.

• To 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.

• 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.

• Making decisions in relation to service delivery on a daily basis.

• Preparation of reports for Council and other stakeholders.

• Representing the Council at a variety of meetings.

• Budget preparation and management of same.

• Establishing and maintaining effective working relationships with external agencies as appropriate to the activities of the section.

• Continuously monitoring existing procedures to ensure they comply with best practice and the development of new/improved procedures where appropriate.

• Use all technology and equipment assigned and complete all essential training successfully.

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

These duties are indicative rather than exhaustive and are carried out under general guidance.

Persons employed will be required to work in any location within the Kilkenny County Council administrative area.

The duties of the office, generally, shall be to give to the local authority under the direction and supervision of its appropriate officer such services of an executive, supervisory and advisory nature as are required for the exercise and performance of any of its powers and duties and shall include the duty of deputising for other officers of the local authority, when required, and such duties as may be required in relation to the area of any other local authority.

PARTICULARS OF OFFICE

TYPE OF POST

To form a panel from which Kilkenny County Council invites applications from suitably qualified persons, who wish to be considered for inclusion on a panel from which permanent, temporary, fixed term, specific purpose and where applicable, acting-up vacancies may be filled.

When filling positions priority will be given to panels already in place before candidates are offered positions from any new panels established under this competition.

CITIZENSHIP

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

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

or

(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.

SALARY

The salary shall be fully inclusive and shall be as determined from time to time.

The holder of the office shall pay to Kilkenny County Council any fees or other monies (other than inclusive salary) payable to and received by him/her by virtue of his/her office or in respect of services which he/she is required by or under any enactment to perform.

In accordance with EL02/2011 persons who are not serving Local Authority employees must be placed on the minimum of the scale. Where a person being appointed is a serving Local Authority employee, normal starting pay rules will apply. The rate of remuneration may be adjusted from time to time in line with government policy.

The current salary scale for the position is €61,217 minimum to €79,583 inclusive of LSI.

SUPERANNUATION CONTRIBUTION

Public Service Pensions (Single Scheme and Other Provisions) Act 2012

New members joining the public sector on or after 1st January 2013 will be required to join the Single Public Service Pension Scheme. It applies to all first-time entrants to the Public Service as well as former public servants returning to the public sector after a break of more than 26 weeks. Your contributions will be made up of 3% of your gross pensionable remuneration and 3.5% of your net pensionable remuneration (your gross pensionable remuneration less twice the value of the Contributory State Pension). As of 25th March 2019, the weekly CSP rate is €248.30.

Your normal retirement age under this scheme is the same age at which you can claim the Contributory State Pension. The minimum age for receipt of this pension is Age 66. There is a compulsory retirement age of 70 years.

Persons who commenced in Public Service Employment after 6th April 1995 and prior to 1st January 2013

Persons who became pensionable employees after 6th April 1995 and prior to 1st January 2013, without a break in employment, will join the Local Government (Superannuation) (Consolidation) Scheme 1998.

Contributions are payable at the rate of 1.5% of your basic salary, 3.5% of basic salary less twice the value of the Contributory State Pension and a further 1.5% is payable for spouse and children’s contributions (*non-officer grades pay a co-ordinated contribution).

"Non-New Entrants" (those who became pensionable after 6th April 1995 and prior to 1st April 2004) have a minimum retirement age of 60 and a compulsory retirement age of 70.

"New Entrants" (those who became pensionable after 1st April 2004 and prior to 1st January 2013) have a minimum retirement age of 65 with no compulsory retirement age.

Persons who commenced in Public Service Employment before 6th April 1995

Their minimum retirement age is 60 and they have a compulsory retirement age of 70 as per Department of Housing, Planning and Local Government Circular Letter CL/2/2019.

Contributions are 5% of basic salary and 1.5% of basic salary toward Widow’s & Orphan’s or Spouse & Children’s Scheme.