Administrative Officer

The Role

The Administrative Officer is assigned functional responsibility for the management of one or more sections or departments handling an area of the local authority’s activities. The Administrative Officer is the primary point of contact and liaison with other sections in relation to all operational matters for the service delivery section or sections (for example Housing or Roads) or support functional area or areas (for example Human Resources or Finance) for which they are responsible or a combination of both, depending on the organisational arrangements in place.

The post holder will work under the direction and control of the Senior Executive Officer or analogous grade, or other officer designated by the Chief Executive or Director of Services as appropriate. The Administrative Officer is responsible for management of the day-to-day operations of the section or department and is a contributor to the strategic and policy making decisions of the local authority. He/she will be expected to contribute to the development and implementation of policies and strategies and to work closely with the elected councillors, Oireachtas members and senior managers in delivering services to the highest standard.

The post holder may represent the local authority on committees and at meetings, including Council Municipal District, Area Committee and Strategic Policy Committee meetings and may be asked to report on progress in his/her respective section or department. The post holder will be expected to support the operations of the elected Council, the Strategic Policy Committees, Joint Policing Committee, Municipal Districts, and other Council Departments. The Administrative Officer role will require excellent administrative, employee management, interpersonal and communication skills.

Duties

The key duties and responsibilities of the post of Administrative Officer include but are not limited to:

General Supervision and Management of Section

• To be responsible for the management of one or more sections or departments within the Council.

• To manage the allocation, use and evaluation of resources to ensure that resources are used efficiently to deliver on operational plans.

• To prepare budgets and ensure that work programmes are implemented within allocated budgets.

• To be responsible for the ongoing financial management of capital and operational projects in the department or section.

• To maintain day to day financial and accounting services in order to meet legislative requirements and support operations and service delivery.

• To ensure that all available funding opportunities are availed of and drawn down within appropriate time frames.

Management of People

• To manage and supervise employees in supporting roles up to the position/grade of Administrative Officer (Grade VI) or analogous grades, including assigning workload.

• To provide on-going support to employees in the department or section, including handling day to day problems and situations.

• To ensure full compliance with PMDS within a department or section, including ensuring the training and development of employees as appropriate.

• To be responsible for addressing under performance for reporting staff in accordance with formal protocol for addressing under performance.

Management of Change

• To identify opportunities for improvements or change initiatives in relation to services, departments, or functions.

• To manage and implement change management initiatives and communicate same to all employees in the department or section.

Communications

• To communicate and liaise effectively with employees, managers in other sections, senior management, customers, and elected councillors in relation to all operational and supervisory matters for their section.

• To carry out research and analysis on specific issues as required.

• To prepare and present reports, letters and any other such documents as necessary.

• To prepare reports, letters and any other such documents which may be sensitive or confidential in nature.

Compliance

• To provide assistance in the understanding and interpretation of the Councils policies and procedures to employees in their area of responsibility and to customers as appropriate.

• To ensure that department or section operations are in compliance with all council policies, procedures, practices, and standards and in compliance with the principles of good governance.

• To implement good practices in transparency reporting, communications, and audit to deliver accountable services in the department or section.

• To carry out duties in a manner that enhances public trust and confidence and ensures impartial decision making.

• To manage and implement Health and Safety procedures for the Department to ensure full compliance.

Dealing With Stakeholders

• To organise and facilitate internal and external meetings and participate and engage in discussions as appropriate.

• To develop and maintain a productive working relationship with all elected representatives including effective information provision and assistance when required.

• To support the Council and Municipal Districts operations.

• To carry out duties in a politically neutral manner.

• Effectively identify and manage conflict and potential sources of conflict or employee/customer dissatisfaction.

General

• To assist in the co-ordination, supervision and completion of special projects as required.

• To deputise for the Senior Executive Officer as required.

• Participating in the duties required as part of the Organisational response to Climate Action to promote & ensure capacity building, empowering change and delivering action.

• To undertake any other duties of a similar level and responsibility, as may be required (or assigned) from time to time.

QUALIFICATIONS

Character

Candidates shall 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). 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.

Education, Training and Experience etc.

Applicants for Panel B - Open Competition

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

(i) (a) have obtained at least a grade D (or a pass), in Higher or Ordinary Level, in five subjects (or 4 subjects if Irish is included) from the approved list of subjects in the Departments of Educations established Leaving Cert Examination or Leaving Cert 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;

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

Applicants for Panel A - Confined Competition

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

(i) be a serving employee in a local authority or a regional assembly and have at least two years satisfactory experience in a post of Clerical Officer or analogous post; and

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

Applicants for Panel C - Confined Competition

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

(i) be a serving employee in Longford County Council and have at least two years satisfactory experience in a post of Clerical Officer or analogous post; and

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

PARTICULARS OF EMPLOYMENT

The Post

The post is wholetime (i.e. 35 hours per week) and appointment may be permanent or temporary.

Location

Longford County Council reserves the right to assign the successful candidate 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

Longford 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, Longford County Council shall not appoint them.

Working Hours

The current working hours are 35 hours per week, Monday to Friday. A flexible working system is in operation. Longford County Council reserves the right to alter the hours of work from time to time.

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. Longford County Council requires employees to record their hours using a Clocking system.

Reporting Arrangements

Administrative Officers report directly to the appropriate Senior Officer of the Section or to any other employee of Longford 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

There shall be a period after appointment during which the appointee will hold the position on probation. The period of probation will be prescribed by the Chief Executive. Employment may be terminated during the probationary period should service be deemed by the Chief Executive to be unsatisfactory. Employment may be terminated at the end of the probationary period unless the Chief Executive has certified that the employee had satisfactory service. Tenure of employment following probation will be subject to satisfactory service.

Remuneration

The current salary scale for the post of Administrative Officer is €60,611 - €78,795 LSI2 gross per annum (Circular EL 02/2026), the rate of remuneration may be adjusted from time to time in line with Government Circulars.

On appointment successful candidates will be placed on the first point of the 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 Pay-Path directly to the employees 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 & 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 being 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.

Annual Leave

The current annual leave entitlement for Administrative Officer is 30 days per annum.

The Chief Executive of Longford County Council retains autonomy with regard to office closures, (e.g. Christmas Office Closure), any days arising from such closure will be reserved from the employee’s annual leave entitlement. Proposed office closure days will be reviewed and advised to all employees each year.

Driver’s Licence & Insurance

Longford County Council employees may on occasion be required to use their car on official business. In such situations the employee must hold a current clean driver’s licence and have available adequate means of transport.

It is the responsibility of the employee to arrange the appropriate car insurance cover for business use and to indemnify Longford County Council with the indemnity specified on your insurance certificate under the heading “Persons or classes of person who are covered”. Documentation to confirm the appropriate insurance cover will be required to be supplied to the Council on an annual basis.

Code of Conduct/Organisation Policies

Employees are required to adhere to all current and future Longford County Council codes of practice including Code of Conduct of Employees and all current and future organisational policies including, but not limited to Health and Safety, Communications, Data Protection, Equality, Staff Mobility, Attendance Management and Use of Electronic Equipment.

Training

Employees are required to attend and participate fully in training programmes as may be decided by the Council from time to time and to apply their learning in the course of their daily working activities.

Health and Safety Regulations

Longford County Council as an Employer is obliged to ensure, so far as it is reasonably practicable the Safety, Health, and Welfare at Work of all of its employees. Under the Safety, Health and Welfare at Work Act 2005, the County Council has a legal duty to exercise all due care and take all protective and preventative measures to protect the Safety, Health, and Welfare of its employees.

All employees also have a legal obligation under Safety and Health legislation to co-operate with management and not engage in any improper conduct or behaviour or do anything, which would place themselves or others at risk. Employees must not be under the influence of an intoxicant at the place of work.

Employees must comply with all Safety and Health rules and regulations and attend all required Safety and Health Training.

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.