Administrative Officer

Salary Appointment as per Department Circular Letters

Salary Range: €61,216 – €79,582 LSI

Division: FET Division

Location: College of Further Education and Training, Kilmallock Rd Campus, Limerick

Hours of Work: 35 hours per week

Function of Job:

The successful candidate will manage multi-level staff and be responsible for recruiting learners to fill available places on relevant FET programmes. The role requires engagement with prospective and existing learners by providing information on all FET provision; promotion of FET provision; outlining gaps in provision to local campus management where there are identified needs; providing customised customer-focused information and referring applicants to the guidance team where necessary. The successful candidate will work in partnership with employers, stakeholders and agencies to promote FET provision effectively, and will work within an integrated Information, Recruitment and Guidance Support Service (IRGSS) team.

Policy and Legal Framework:

The individual will work within the framework of national legislation, procedures and Codes of Practice, in addition to Limerick and Clare ETB’s strategy, policies and procedures.

Key Duties and Responsibilities

The key duties and responsibilities of the post are ever evolving as the exigencies of the post require. The below outlines some of the more immediate key duties and responsibilities, but is not an exhaustive list:

Applicant Information, Recruitment and Guidance

• Work closely within an integrated customer-focused Information, Recruitment and Guidance Support Service (IRGSS), to support prospective learners to access appropriate Further Education and Training (FET) opportunities

• Ensure applicants meet eligibility and programme-specific entry requirements

• Support the assignment and enrolment of learners to planned FET provision

• Organise and facilitate information sessions, campus visits and other applicant engagement activities throughout the year

• Monitor applicant demand across programmes and provide timely information to Provision Management regarding recruitment trends and potential capacity issues

Stakeholder and Employer Engagement

• Establish, maintain and strengthen effective working relationships with education and training providers, post-primary schools, the Department of Social Protection (DSP), Local Employment Services, community organisations, employers and other relevant stakeholders

• Collaborate with the Enterprise Engagement Support Service to support learner recruitment for programmes addressing identified skills needs and labour market priorities

• Participate in internal and external events, including Open Days, information sessions, exhibitions and other promotional activities

Marketing, Communications and Promotion

• Work collaboratively with the Communications Team to promote FET opportunities through a range of communication channels

• Support the development and dissemination of promotional materials, including learner testimonials, videos, newsletters, brochures, social media content and website information

• Contribute to initiatives that enhance awareness, accessibility and participation in FET provision

Strategic Development and Service Improvement

• Contribute to the implementation of relevant national and local strategies, frameworks, action plans and organisational priorities

• Support continuous improvement initiatives that enhance learner experience, service delivery and organisational effectiveness

• Ensure adherence to agreed service standards, timelines and service level agreements (SLAs)

Leadership, Quality Assurance and Administration

• Support the development of team capability through coaching, feedback and the promotion of professional development opportunities

• Assist in the development, implementation and maintenance of Quality Assurance systems and processes

• Maintain accurate records and provide reports, data and statistics as required

• Ensure compliance with organisational policies, procedures and agreed operating protocols

General Responsibilities

• Carry out any other duties appropriate to the grade and nature of the post as may be assigned by the Chief Executive, Director of Further Education and Training, or designated line manager from time to time

Motivation

Knowledge of post/organisation

Personal motivation

Work-related achievements

• thorough knowledge of FET Sector and FET Provision and supports

• has undertaken personal development

• capable of acting on own initiative; high level of professional integrity and demonstrates discretion, confidentiality, loyalty and trust

• ability to process work to a high standard

• a work record which demonstrates enthusiasm for new developments and changing work practices, responsibilities and strives to implement these changes effectively

Management and Leadership Skills

• excellent management and leadership skills

• excellent knowledge and skills in the use of ICT

• use of various IT systems, specific and any new technologies as they arise

• ability to devise, interpret, implement and contribute to organisational and administrative policy

• good decision-making capacity, problem solving and analytical skills

• capability of handling complex issues

• capability to undertake research and reporting on topics/issues

• excellent planning skills

Work Experience

Specify particular experience/skills required

• minimum 2 years’ experience of dealing with the public on a 1 to 1 and group basis

• experience in dealing with FET Provision and WBL provision

• knowledge of learner recruitment practices

• knowledge and experience of comprehensive record-keeping

Communications / Interpersonal Skills

Verbal/Presentation skills

Writing Skills

• excellent inter-personal and communication skills

• outgoing personality who enjoys working with people

• ability to engage ETB clients and employers

• strong organisational and administration skills

• calm, confident manner, mature and empathetic approach to dealing with clients

• team worker

• clear written and spoken communication skills

Education and Training

General / Technical / Qualifications / Training

• Leaving Certificate or equivalent standard of education

• high standard of computer literacy