Administrative Officer

The Administrative Officer is a middle management supervisory position within the local authority and the most senior grade within a five tier administrative structure. The administrative structures ranges from the entry grade of Clerical Officer, through to Assistant Staff Officer, Staff Officer, Senior Staff Officer and Administrative Officer. An Administrative Officer will generally work under the direction and management of a Senior Executive Officer or analogous grade and may from time to time be required deputise for senior staff.

An Administrative Officer is responsible for the efficient management, direction and deployment of resources for the department or function to which they are assigned and will generally work as part of a multi-disciplinary team within one of the previously outlined Local Authority Directorates to deliver a range of both front line and internal services. Front line services include social housing; transportation infrastructure; environmental protection; water, wastewater, recreation, amenity and cultural services such as the arts and public library service. Local Authorities also play a key role in supporting economic development and enterprise promotion at local level.

An Administrative Officer is responsible for day to day operations and management of one or more sections or units within the local authority and is the primary point of contact and liaison with other sections in relation to service delivery for their area of responsibility. An Administrative Officer is also expected to contribute to the development and implementation of policies and strategies within the local authority and work closely with senior management, elected representatives, external agencies and relevant stakeholders to deliver services to the highest standard. The ideal candidate must therefore be a highly motivated person, with a strong sense of commitment to delivering quality public services willing to take on a challenge.

ESSENTIAL REQUIREMENTS FOR THE POST

Candidates are required to demonstrate a clear knowledge and understanding of:

• Local authority services, its key stakeholders and relationships

• Local government structures, functions and its democratic role and mandate

• Current local government issues

• Key policies guiding the local government sector

• Good governance principles

• Public service values

The ideal candidate must be able to demonstrate that they have sufficient experience and proven track record in the following:

• Managing people

• Financial management and budget preparation

• Communicating effectively across different levels within an organisation

• Problem solving

• Decision making

• Policy formulation

• Project management

• Stakeholder networking and engagement

• Administration and report writing

• Operation of ICT systems and standard office software packages

COMPETENCIES FOR THE POST

Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take particular note of these when completing the application form as any short-listing or interview processes will be based on the information provided by candidates:

Management & Change:

• Ability to think and act strategically to ensure functional responsibility is properly aligned with corporate policies and strategies

• Clear understanding of political reality and context of the local authority

• Embeds good governance practices into day to day activities, practices and processes

• Develops and maintains positive and productive professional relationships both internally and externally to the local authority

• Effectively manages change, foster a culture of creativity in employees and overcomes resistance to change

Delivering Results:

• Acts decisively and makes timely, informed and effective decisions

• Pinpoints critical information and address issues logically

• Develops operational and team plans having regard to corporate priorities, operational objectives and available resources

• Establishes high quality service and customer care standards

• Allocates resources effectively to deliver on operational plans

• Identifies and achieves efficiencies

• Ensures compliance with legislation, regulation and procedures

Performance through People:

• Effectively manages performance of individuals and teams to achieve operational plan targets and objectives

• Leads by example to motivate staff in the delivery of high quality outcomes and customer service

• Develops staff potential

• Manages underperformance or conflict

• Understands effective communications at all levels within the organisation

• Actively listen to others

• Demonstrates high level of verbal and written communication skills

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

Personal Effectiveness:

• Initiative and creativity

• Enthusiasm and positivity about the role

• Resilience and Personal Well-Being

• Personal Motivation

• Understands the importance of corporate governance

• Commitment to integrity & good public service values

• Understanding the structures and environment within which the local authority sector operates and the role of an Administrative Officer in this context

• Political awareness

Key Duties and Responsibilities

Details of Key Duties and Responsibilities are outlined under “Particulars of Office”

PANEL FORMATION

Recruitment arrangements to this grade will now be on the following basis:

The Council will form three separate panels of suitably qualified candidates to meet the requirements agreed nationally of the ratio of posts to be confined to the local government sector, open and those confined to Offaly County Council staff. The order of candidates placed on each of the three panels is determined by where they were placed on the overall Order of Merit List.

Panel A (Confined to Local Authority Sector) will comprise of successful applicants in order of merit from within the Local Authority Sector only i.e. candidates serving in a local authority or Regional Assembly (where applicable).

Panel B (Open) will comprise of all successful applicants in order of merit and may include candidates serving in a local authority, regional assembly and external applicants.

Panel C (Confined to Offaly County Council) will comprise of all successful applicants in order of merit from within the recruiting Local Authority i.e. candidates serving in Offaly County Council

For the purposes of the above, the sector Panel A is comprehended to include all Local Authorities and the three Regional Assemblies only. Staff who are not existing employees of local authorities or regional assemblies are not eligible to apply for competitions confined to the sector (Panel A) or to the local authority (Panel C).

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.

Education, Training, Experience, etc.

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

APPLICANTS TO PANEL B (OPEN)

(i) (a) have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects (or four 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.

Confined Competition (Panels A and C as appropriate)

(v) (a) be a serving employee of a local authority or a regional assembly and have not 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 organization and control of staff.

PARTICULARS OF OFFICE

1.     The Post:

The post is permanent, whole-time and pensionable. A panel will be formed for an initial period of one year and this may be extended for a further year at the discretion of the Chief Executive. The panel will be used to fill appropriate positions that may arise for its duration. Positions will be offered in order of merit as per the panel.

2.     Salary:

The salary shall be fully inclusive and shall be as determined from time to time.  Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular.   Starting pay for new entrants will be at the minimum of the scale.  Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale, and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee’s current point of scale.  The rate of remuneration may be adjusted from time to time in line with Government pay.

The current salary scale applicable to the post is €55,847 - €72,602 LSI 2

3.     Duties:

The duties of the post are to give to the local authority, and

a)     such other local authorities or bodies for which the Chief Executive, for the purposes of the Local Government Acts 2001 and 2014, is Chief Executive, and

b)    to any other local authority or body with which an agreement has been made by the local authority, or by any of the authorities or bodies mentioned in subparagraph (a) of this paragraph under the general direction and supervision of the Chief executive or such other employee as the Chief Executive may from time to time determine, such appropriate services of an executive, administrative or management nature as may be required by any local authority or body herein before mentioned in the exercise and performance of any of its powers, functions and duties to exercise such powers, functions and duties as may be delegated to him/her by the Chief Executive from time to time, including the duty of servicing all committees that may be established by any such local authority or body. The post holder will, if required, act for an employee of a higher level. The post holder may be required to work outside his/her normal job description from time to time.

The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

·         Build effective teams to include training and development of staff;

·         Identify and agree work programmes, targets and deadlines and ensure their subsequent implementation;

·         Manage performance to ensure delivery of services in line with corporate objectives, policies and operational plans;

·         Communicate, implement and manage all change within the section:

·         Determine nature, level and pattern of demand for services and recommend priorities to senior management;

·         Identify opportunities to expand or improve the range, quantity or quality of existing services and make recommendations to this effect;

·         Prepare budgets to include the making of funding applications;

·         Be responsible for day to day financial management within the section to include maximisation of potential funding opportunities and timely drawdown, collection or recoupment of monies due to the local authority

·         Deliver projects within agreed budget and deadlines;

·         Establish and maintain strategic alliances and close exchanges with elected members, business, government agencies and institutions;

·         Develop and maintain productive working relationships with external agencies to ensure co-ordination of work programmes and elimination of duplication;

·         Attend meetings and represent the local authority on internal or external committees, working groups or other fora when required;

·         Research, analyse, disseminate and communicate essential information on relevant policies, procedures and legislation;

·         Compile, prepare and present reports as necessary;

·         Communicate effectively with senior management;

·         Ensure compliance with relevant policies, procedures, legislation, standards, codes of conduct and general principles of good governance at all times

·         Plan and prioritise work effectively and be proactive and self-directed;

·         Work under pressure to tight deadlines and to take a strategic approach in the delivery of key policy objectives;

·         Manage and deal with conflicting demands within prescribed timelines and deadlines;

·         Implement all Health and Safety management systems;

·         Implement and utilise the local authority Performance Management Development System;

·         Carry out duties at all times in a fair and impartial manner that enhances public trust and confidence;

·         Deputise for line manager when required;

·         Undertake any other duties of a similar level and responsibilities as may be required from time to time.

4. Work Base:

Offaly County Council reserves the right to assign you to any department or premises in use by the Council, now or in the future. Changes in location of employment will not result in payment of disturbance money or other compensation. The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

5. Working Hours:

The working hours at present provide for a five day, thirty-five hours working week, hours may vary from time to time.

The working hours may be reviewed at any time by the Council. The post may require flexibility in working outside of normal hours, including at weekends, as necessary. No additional remunertation will be paid in respect of such activities.

The provisions of Offaly County Council’s Time and Attendance Policy is applicable to this grade at the current time. A flexible working hours system is in operation subject to the terms and conditions of the Time and Attendance Policy.

6. Annual Leave:

The current annual leave entitlement is 30 days. Granting of annual leave, payment for annual leave and arrangement for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended)

7. Sick Leave:

The terms of the Public Service Sick Pay Scheme will prevail.

8. Probation:

Appointees will be on probation for the first year of employment. The terms of the Offaly County Council Probation Policy will apply.

9. Superannuation:

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. The Single Scheme applies to all pensionable first-time 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. A rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 3% 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). This includes a contribution to a Spouse’s and Children’s Scheme. Pension and retirement lump sum based on career-average pay, pensions will be co-ordinated with the State Pension Contributory (SPC).

For persons who commenced public sector employment prior to 1st January 2013: Persons who become pensionable employees 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 (ie. 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 dependent or qualified children).

Persons who become pensionable employees 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.

All persons who become pensionable employees of a local authority will be required in respect of the Local Government (Spouses and Childrens 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.

10. Retirement:

Public Service Pensions (Single Scheme and Other Provisions) Act 2012: The compulsory retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 is 70 years. Minimum pension age of 66 years, rising to 67 years and 68 years in line with State Pension age changes, is applicable.

Public Service Superannuation (Miscellaneous Provisions) Act, 2004:

There is no mandatory retirement age for ‘New Entrants’ from 1st April, 2004 to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004. 65 years is the minimum age at which a person may be paid. As a new entrant to the public service, under the terms of this legislation, new entrants will not be required to retire on grounds of age.

Anyone who is not a ‘New Entrant’ to the public service, defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is subject to compulsory retirement age of 65 years.

11. Travel:

Holders of the post shall hold a full driving licence for class B vehicles and shall drive a motor car in the course of their duties and for this purpose, provide and maintain a car to the satisfaction of the local authority. Travelling expenses and subsistence expenses necessarily incurred in the course of official duties will be refunded in accordance with appropriate rates in line with the relevant Department circulars and Local Authority Travel and Subsistence Policy.

Offaly County Council, as employer, must be indemnified on your insurance policy. If during your employment, your licence is revoked, even temporarily, or if you receive endorsements on your licence, which may affect your duties, you are obliged to notify the Council immediately.

12. Taking Up Appointment:

Offaly County Council shall require a person to whom an appointment is offered to take up such appointment within a period of four weeks and if he/she fails to take up the appointment within such period or such longer period as the local authority in its absolute discretion may determine, the local authority shall not appoint him/her.