Administrative Officer

Applications are invited from suitably qualified persons who wish to be considered for inclusion on a panel from which permanent or temporary vacancies for the position of Administrative Officer (Grade VII) in Monaghan County Council shall be filled.

The role

The Administrative Officer is a management position within the local authority and is assigned responsibility for the day-to-day administration and management of one or more sections or departments handling specific areas of the Councils activities, including the management of employees. The Administrative Officer is an operational team lead and a crucial level between frontline staff and senior management with responsibility for resource management and service delivery. The successful candidate will be expected to work closely with senior managers and elected representatives in delivering services to the highest standard and to contribute to the development and implementation of strategies and policies.

The Administrative Officer is the primary point of contact and liaison with other departments or directorates in relation to all operational matters for the service delivery section or sections for which they are responsible. 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 human resources, housing, transportation, planning, infrastructure, environmental protection, recreation, amenity and cultural provision, community development and emergency services.

The Administrative Officer is expected to carry out their duties with an understanding of the political context of local government and in such a manner that enhances public trust and confidence and ensures impartial decision making.

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 a knowledge of Monaghan Council Council’s strategic objectives, an understanding of the range of our internal and external stakeholders and a track record in successful stakeholder engagement.
• 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.
• Have an 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, of current local government issues, future trends and strategic direction of local government and an understanding of the role of the Administrative Officer in this context.

DUTIES AND RESPONSIBILITIES

The Administrative Officer shall perform such duties as may from time to time be assigned in relation to employment and as may be appropriate to any function of the council and shall carry out such instructions as may be given in relation to the performance of their duties.

The duties of the post include, but are not limited to, the following: -

• 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
• Ensure 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 operational plans
• Ensure 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
• Identify opportunities for improvements in service delivery within the relevant area of responsibility and to use key performance indicators or other performance indicators effectively as appropriate
• Develop and maintain a productive working relationship with all external agencies, bodies, elected representatives, and committee members, including appropriate information provision and assistance when required
• 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(s)
• Research, analyse and communicate information on specific issues and policies as appropriate, including compiling, preparing and presenting reports, presentations, correspondence, etc.
• Represent the local authority on committees and at meetings, including Council, Municipal District and Strategic Policy Committee meetings and reporting on progress in his or her respective section or department
• Provide support and administrative assistance in the delivery of projects as required.
• 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
• Communicate, implement and manage change management initiatives within the relevant area of responsibility
• Manage and supervise employees in supporting roles, including assigning duties and workload, providing on-going support, handling day to day issues and identifying training and development requirements as appropriate
• Ensure full compliance with all organisational policies and procedures including grievance and disciplinary, performance management and attendance management
• 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, legislative requirements and Department of Housing, Planning and Local Government circulars and guidance
• 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
• Ensure compliance with Health and Safety legislative requirements, policies and procedures and safe systems of work
• Participate in corporate management activities and responsibilities appropriate to the grade
• Contribute to corporate governance and ensuring compliance with legislative and regulatory provisions including relevant health and safety provisions
• Deputise for the Senior Executive Officer or analogous grade as required
• Identify opportunities for improvements in the service delivery, value for money and other efficiencies within the relevant areas of responsibility and to use performance indicators effectively as appropriate
• To undertake any other duties of a similar level and responsibility, as may be required or assigned from time to time.

These duties are indicative rather than exhaustive and outline the main functions and responsibilities of the post of the Administrative Officer and may be subject to change in the future. The post holder may therefore be required to perform duties appropriate to the post, other than those detailed above and to take instruction from and report to an appropriate officer or such designated officer as may be assigned from time to time by Monaghan County Council.

ESSENTIAL QUALIFICATIONS FOR THE POST

1.     Character

Candidates shall be of good character.

2.     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.

3.      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.

4.      Education, Training and Experience

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

(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 organization and control of staff.

COMPETENCIES FOR THE POST

Key Competencies for the post are outlined in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings.

Competency

Management and Change

• Ability to think and act strategically
• Develop and maintain positive, productive and beneficial working relationships both internally and externally
• Effectively manages change, fosters a culture of creativity in employees and overcomes resistance to change

Delivering Results

• Contributes to the development of operational plans having regard to corporate priorities, operational objectives and lead the development of team plans
• Plan and prioritise work and resources effectively and take responsibility for the delivery of results and bringing projects and tasks to completion
• Establish high quality service and customer care standards
• Make timely, informed and effective decisions and show good judgement and balance in making decisions or recommendation
• Have effective verbal and written communication skills

Performance through People

• Effectively manages performance of individuals and teams to achieve operational plans targets and objectives
• Leads by example to motivate staff in the delivery of high-quality outcomes and customer service
• Has excellent interpersonal, presentation and communication skills
• Manage the role, performance, and contribution of each staff member including underperformance
• Develops staff potential and the ability to build effective teams

Personal Effectiveness

• Take initiative and seek opportunities to exceed goals
• Manage time and workload effectively and operate in an environment with significant complexity and pace
• Maintain a positive, constructive and enthusiastic attitude to their role and is motivated in the face of obstacles and difficulties
• Remains calm under pressure and has the ability to manage the delivery of several tasks/projects

Essential Requirements

Knowledge, Experience and Skills

• Demonstrate the knowledge and understanding of the structure and functions of Local Government
• Demonstrate the understanding of current local government issues, priorities, and concerns and the strategic direction of local government
• Understands the role of Administrative Officer
• Has relevant administrative experience at a sufficiently high level
• Has experience of managing and supervising staff, including managing performance
• Experience of compiling, preparing and presenting reports, presentations, correspondence, etc.
• Effective budget and financial and resource management skills.
• Has knowledge and experience of operating ICT systems

 Salary:

The salary shall be fully inclusive and shall be as determined from time to time. Starting pay for new entrants will be at the minimum of the scale. Holders of the post shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to or received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform. An allowance may also be payable in respect of travel expenses and subsistence.

The salary scale for the post is: -

€59,417, - €60,871, - €62,568, - €64,271, - €65,974, - €67,495, - €69,054, - €70,563 - €72,069,

1st LSI €74,649, 2nd LSI €77,243,

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government, and Heritage. Appointees who are not existing public servants will enter at the minimum point of the scale.

Probation:

Where a person who is not already a permanent employee of a local authority is appointed, the following provisions shall apply: -

(a)              there shall be a period after such appointment takes effect, during which such person shall hold such position on probation.

(b)             such period shall be twelve months, but the Chief Executive may, at his discretion, extend such period.

(c)              such person shall cease to hold such office at the end of the period of probation, unless during such period, the Chief Executive has certified that the service of such person is satisfactory.

Hours of Duty:

The successful candidate’s normal hours of work will be 35 hours per week. Flexible working arrangements apply. The Council reserves the right to alter the hours of work from time to time. The role requires flexibility in terms of working hours as the duties may involve working outside of normal office hours.

Annual Leave

The annual leave entitlement will be 30 days per annum.

Health

For the purpose of satisfying the requirement as to health it will be necessary for each successful candidate, before he/she is appointed, to undergo a medical examination by a qualified medical practitioner to be nominated by the local authority.

Superannuation:

Membership of the Local Government Superannuation Scheme or the Single Public Service Pension Scheme is compulsory for all employees. Details will be provided to the appointee prior to appointment.

Superannuation contributions

Persons who become pensionable officers of a Local Authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children).

Persons who become pensionable officers of a Local Authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 5% of their pensionable remuneration.

Widows & Orphans/Spouses & Childre’s scheme

All persons who become pensionable officers of a Local Authority will be required in respect of the Spouses and Children’s Contributory Pension Scheme to contribute to the Local Authority at the rate of 1.5% of their pensionable remuneration in accordance with the terms of the scheme.

New entrants from 1st January 2013 – Single Public Services Pension Scheme

For new entrants under the Single Public Service Pension Scheme, effective from 1st January 2013, superannuation contributions are as follows: 3.5% of net pensionable remuneration and 3% of pensionable remuneration. Pension and retirement lump sum will be based on career-average pensionable remuneration; pensions will be co-ordinated with the State Pension Contributory.

Retirement:

There is no mandatory retirement age for new entrants to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004. Anyone who is not a new entrant to the public service, as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004, is subject to a compulsory retirement age of 70 years or as determined in accordance with Department Circulars and in line with Government Policy.

The maximum retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and other provisions) Act 2012 is 70 years.

Garda Vetting/Child Protection

The successful candidate(s) will be subject to the Garda Vetting Procedures and will be required to complete Appendix V of the County Council’s Child Protection Policy

Residence

The successful candidate(s) shall reside in the district in which his or her duties are to be performed, or within a reasonable distance thereof.