Administrative Officer

Nature of Post

• One permanent position.
• 35 hours per week.

Salary Scale

€61,216 - €79,582 (including two long service increments).

As per DES guidelines, new appointees who are entering this grade for the first time will start at the minimum point of the scale. However, incremental credit may apply if, immediately prior to appointment, the appointee is already a serving Civil or Public Servant.

The rate of remuneration may be adjusted from time to time in line with Government pay policy.

Location

Appointment is to the Louth Meath Education and Training Board Scheme.

Reporting/Accountability Relationship

The Grade VII Administrative Officer reports to the Line Manager as assigned/Director.

Post Summary/Purpose

The successful applicant will have responsibility, under general direction, for a large section or area of a specific department.

The successful applicant may have a large, multilevel staff and will be expected to take responsibility for decision making in the section or area.

Eligibility CriteriaCitizenship Requirement

Candidates should note that eligibility to compete for posts is open to citizens of the European Economic Area (EEA) or to non-EEA nationals with a valid work permit.

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

Swiss citizens under EU agreements may also apply.

Health and Character

Those under consideration for a position may, at the discretion of the employer, be required to complete a Health and Character Declaration and a Garda Vetting Form.

References will be sought.

Essential Criteria

Candidates for a Grade VII Officer post (by open competition and by confined competition from the Education and Training Sector Candidate Pool) must:

• Have the requisite knowledge, skills and competencies to carry out the role. Competencies will be informed by best practice Public Appointments Service competency frameworks for the Irish Public Service.
• Be capable and competent of fulfilling the role to a high standard.
• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (Higher, Ordinary, Applied or Vocational Programmes) or equivalent, or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher, or have appropriate relevant experience which encompasses equivalent skills and expertise.

Desirable Criteria

• Appropriate third-level/professional qualification.
• Excellent staff management skills.
• A high level of knowledge of the work of the Scheme or be capable of developing same.
• Strong communication skills, both written and oral.
• Excellent administrative and IT skills.
• Well-developed decision-making abilities.

Key Responsibilities

The Quality Assurance (QA) Officer plays a central role in supporting, monitoring and enhancing the delivery of Further Education and Training (FET) programmes, ensuring compliance with QA standards and promoting high-quality learner outcomes.

The main activities of the Quality Assurance Officer will include:

1. Quality Assurance Systems and Compliance

• Assist in the management of approved awards in response to FET centre requests, as required by QQI.
• Support the development, implementation, monitoring and review of QA policies and procedures.
• Ensure the administration, accurate recording and secure electronic storage of QA records and associated documentation.
• Ensure that QA processes are maintained and aligned with ETB policies, QQI requirements and regulatory expectations.

2. Policy Development and Documentation

• Provide support for policy development, including:
• Assist in the preparation of QA documentation and reports for QQI and other external certification bodies.

3. Programme Development, Review and Assessment

• Assist in programme development, validation and review, ensuring compliance with QA standards.
• Support the implementation of assessment practice, including assessment brief writing.
• Contribute to the standardisation of assessment activities across programmes.
• Assist with programme evaluation, review and synthesis of findings.
• Support Tutor and External Authenticator (EA) input into programme and assessment design.

4. External Authentication and Assessment Processes

• Assist with the scheduling and timetabling of External Authenticators (EAs).
• Support the development and management of a local EA database in conjunction with HR.
• Contribute to the transition towards ETB-level management of EA processes.

5. Results Approval and Monitoring

• Support the organisation and administration of Results Approval Panels (RAPs), including:
• Monitor the implementation of RAP recommendations by FET centres.
• Undertake statistical analysis, including monitoring completion rates and certification data, ensuring findings are acted upon where appropriate.
• Support the reporting and upward review of programme outcomes to senior governance structures.

6. Communication and Stakeholder Engagement

• Develop and manage a central communications hub/point of contact for QA matters.
• Monitor the dedicated QA email account, ensuring effective communication between FET centres, the QA unit and external stakeholders.
• Coordinate and liaise with FET Centres and PLC Colleges.
• Provide guidance and support to centre managers, programme coordinators and staff on QA procedures.

7. Learner Engagement and Support

• Manage learner voice and representation initiatives.
• Assist with learner supports and access management in collaboration with FET centres and colleges.

8. Professional Practice and Capacity Building

• Facilitate communities of practice among tutors across subject areas.
• Contribute to QA workshops, forums and dissemination of best practices and updates.

9. Governance and Reporting

• Contribute to QA governance structures, including participation in QA Steering Groups and collaboration with senior FET personnel.
• Act as a liaison between programme teams, centres and senior management to maintain QA standards.

10. Support for FET Initiatives

• Provide QA guidance and administrative support to new and existing FET projects.
• Support the delivery and continuous enhancement of programmes across FET provision.

Summary

The QA Officer is central to ensuring that LMETB’s FET provision meets statutory and regulatory requirements while supporting continuous improvement in teaching, learning and learner outcomes.

Competencies Required

The appointee to the Grade VII Administrative Officer post will be required to show evidence of the following competencies:

Team Leadership

• Works with the relevant team to facilitate high performance, developing clear and realistic objectives and addressing performance issues if they arise.
• Provides clear information and advice as to what is required of the team.
• Strives to develop and implement new ways of working effectively to meet the ETB’s objectives.
• Leads the team by example, coaching and supporting individuals as required.
• Places high importance on staff development, training and maximising the skills and capacity of the team.
• Is flexible and willing to adapt, positively contributing to the implementation of change.

Judgment, Analysis and Decision Making

• Gathers and analyses information from relevant sources, whether financial, numerical or otherwise, weighing up a range of critical factors.
• Takes account of broader issues and related implications when making decisions.
• Is reflective in practice.
• Uses previous knowledge and experience to guide decisions.
• Makes sound decisions with a well-reasoned rationale and stands by these decisions.
• Puts forward solutions to address problems.

Management and Delivery of Results

• Takes responsibility and is accountable for the delivery of agreed objectives.
• Successfully manages a range of different projects and work activities at the same time.
• Structures and organises their own work and the work of others effectively.
• Is logical and pragmatic in approach, delivering the best possible results with the resources available.
• Delegates work effectively, providing clear information and guidance as to what is required.
• Proactively identifies areas for improvement and develops practical suggestions for their implementation.
• Demonstrates enthusiasm for new developments and changing work practices and strives to implement these changes effectively.
• Applies appropriate systems and processes to enable quality checking of all activities and outputs.
• Practices and promotes a strong focus on delivering high-quality customer service for internal and external customers of LMETB.

Interpersonal & Communication Skills

• Builds and maintains contact with colleagues and other stakeholders to assist in performing the role.
• Acts as an effective link between staff and senior management.
• Encourages open and constructive discussions around work issues.
• Projects conviction, gaining buy-in by outlining relevant information and communicating the benefits.
• Treats others with diplomacy, tact, courtesy and respect, even in challenging circumstances.
• Presents information concisely and confidently, both verbally and in writing.

Specialist Knowledge, Expertise and Self Development

• Has a clear understanding of the roles, objectives and targets of self and team, and how they fit into the work of the Department/LMETB organisation, and effectively communicates this to others.
• Has high levels of expertise and broad Public Sector knowledge relevant to their area of work.
• Focuses on self-development, striving to improve performance.

Drive & Commitment to Public Service Values

• Strives to perform at a high level, investing significant energy to achieve agreed objectives.
• Demonstrates resilience in the face of challenging circumstances and high demands.
• Is personally trustworthy and can be relied upon.
• Ensures that customers and stakeholders are at the heart of all services provided.
• Upholds high standards of honesty, ethics and integrity.