Administrative Officer

Qualifications for the Post

1. Character

Each candidate 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, 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, the UK, or Switzerland and has a Stamp 4 visa.

4. Education, Experience, etc.

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

(i)

(a) 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 an analogous post; and

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

5. Car and Driving Licence

It may be necessary for the person employed to travel in the course of their official duties.

On the latest date for receipt of application forms, applicants must hold a full, unendorsed driving licence for Class B vehicles and shall drive a car in the course of their duties. For this purpose, they shall maintain a car to the satisfaction of the Council.

6. Desirable Skills and Experience

The ideal candidate will demonstrate:

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

Competencies for the Post

Candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of the headings below. Please take particular note of these competencies when completing the application form, as short-listing or interview processes may be based on the information provided by candidates in Section C of the application form.

Management and Change

• Ability to think and act strategically to ensure functional responsibility is properly aligned with corporate policies and strategies.
• Clear understanding of the political reality and context of the local authority.
• Awareness of current local government issues, priorities, concerns, and future direction.
• Ability to translate corporate policies and objectives into operational plans and outputs.
• Develop and maintain positive, productive, and beneficial working relationships.
• Effectively manage the introduction of change and overcome resistance to change.

Delivering Results

• Develop operational and team plans having regard to corporate priorities, operational objectives, and available resources.
• Make timely, informed, and effective decisions, demonstrating good judgement and balance in making decisions or recommendations.
• Ability to initiate, develop, and deliver programmes and projects while working to strict deadlines.
• Plan and prioritise work and resources effectively.
• Establish high-quality service and customer care standards.
• Ensure compliance with legislation, regulations, and procedures.

Performance Through People

• Inspire and empower others through clear direction, effective communication, and recognition of performance.
• Develop the competence of team members and help them achieve their full potential.
• Lead by example in terms of commitment, flexibility, and a strong customer service ethos.
• Manage the role, performance, and contribution of each staff member to achieve targets and objectives.
• Build and lead diverse, productive teams with clear roles and responsibilities.
• Manage underperformance constructively and promote continuous learning and development.
• Effectively identify and manage conflict.

Personal Effectiveness

• Strive to perform at a high level, investing significant energy to achieve agreed objectives.
• Take initiative and seek opportunities to exceed goals.
• Remain calm under pressure and manage the delivery of multiple tasks and projects concurrently.
• Manage time and workload effectively and operate in an environment with significant complexity and pace.
• Maintain a positive, constructive, and enthusiastic attitude to the role.
• Demonstrate excellent interpersonal skills and effective verbal and written communication skills.

Particulars of Office1. The Post

The post is Administrative Officer (Grade VII) and is a pensionable whole-time position based on a 35-hour, 5-day working week.

Vacancies at this grade, as they arise, will be filled from the panels formed from this competition in line with the agreed sequencing set out in the Guidance for the Procedures for the Recruitment to Clerical Administrative Grades IV to Grade VII in the Local Authority Sector.

2. Duties

The duties of the employment are to provide services to:

(a) Sligo County Council under the control of the Chief Executive or their nominee; and

(b) Any other local authority or body with which an agreement has been made by the local authority.

Under the general direction and control of the Chief Executive, or such other employee as the Chief Executive may determine, the post holder will provide appropriate management, administrative, executive, supervisory, advisory, and ancillary services as required and exercise such powers, functions, and duties as may be delegated by the Chief Executive from time to time, including servicing all committees established by the local authority or body.

Key Duties and Responsibilities

Be responsible for the management and administration of one or more sections or departments within the Council, including staff management and planning and prioritising work programmes.

Contribute to and implement the strategic and policy decisions of the Council by ensuring work programmes deliver on the Council's corporate and operational plans.

Develop and maintain productive working relationships with external agencies, bodies, elected representatives, committee members, and other stakeholders, providing information and assistance when required.

Communicate and liaise effectively with employees, managers in other sections, senior managers, customers, elected representatives, and other stakeholders regarding operational matters.

Research, analyse, and communicate information on specific issues and policies, including compiling, preparing, and presenting reports, presentations, and correspondence.

Represent the local authority on committees and at meetings and report on progress within the relevant section or department.

Provide support and administrative assistance in the delivery of projects.

Be responsible for the day-to-day financial management of capital and operational expenditure, including budget preparation and maximising funding opportunities where appropriate.

Identify opportunities to improve service delivery, value for money, and operational efficiency, using performance indicators where appropriate.

Communicate, implement, and manage change management initiatives.

Manage and supervise employees, including assigning duties, managing workloads, providing ongoing support, handling day-to-day issues, and identifying training and development requirements.

Ensure departmental operations comply with Council policies, procedures, governance principles, legislative requirements, and Department of Housing, Planning and Local Government circulars and guidance.

Assist employees, customers, and stakeholders in understanding and interpreting Council policies and procedures.

Participate in corporate management activities appropriate to the grade.

Comply with Health and Safety legislation, policies, procedures, and safe systems of work.

Deputise for the line manager or equivalent as required.

Undertake any other duties of a similar level and responsibility as assigned.

3. Salary

The salary shall be fully inclusive and determined from time to time. Holders of the office 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 they are required by law to perform.

Current Salary Scale:

€61,217 – €62,716 – €64,464 – €66,219 – €67,973 – €69,541 – €71,146 – €72,702 – €74,253 – LSI 1 €76,910 – LSI 2 €79,583

Salary for the post shall be in accordance with existing practice as set out in relevant circulars.

4. Superannuation

(a) Persons who become pensionable employees of a local authority and are liable to pay the Class A rate of PRSI contribution will contribute:

• 1.5% of pensionable remuneration; plus
• 3.5% of net pensionable remuneration (pensionable remuneration less twice the annual rate of the Social Insurance Old Age Contributory Pension payable at the maximum rate to a person with no adult dependant or qualified children).

(b) Persons liable to pay the Class D rate of PRSI contribution will contribute 5% of pensionable remuneration.

(c) All pensionable employees under (a) and (b) will contribute 1.5% of pensionable remuneration under the Local Government (Spouses' and Children's Contributory Pension) Scheme.

(d) Persons pensionable under the Single Public Sector Pension Scheme will contribute:

• 3% of pensionable remuneration; plus
• 3.5% of net pensionable remuneration.

5. Probation

The successful candidate will serve a probationary period of six months commencing on the first day of service. The Chief Executive may extend this period at their discretion. Continued employment is subject to satisfactory performance during probation.

6. Retirement Age

• New entrants under the Public Service Superannuation (Miscellaneous Provisions) Act 2004 have no compulsory retirement age.
• Appointees entering the Single Public Service Pension Scheme have a compulsory retirement age of 70.
• Appointees covered under the Public Service Superannuation (Age of Retirement) Act also have a compulsory retirement age of 70.

7. Residence

The holder of the office shall reside within the district in which their duties are performed or within a reasonable distance thereof.

8. Method of Selection(a) Competition

Selection will be by competitive interview conducted by or on behalf of Sligo County Council.

Interviews will be conducted in person. The Council will not reimburse expenses incurred by candidates attending interviews.

Panels will be formed from the most successful candidates. Candidates placed on the panel who satisfy the Council regarding qualifications and suitability may be appointed as vacancies arise.

The panel will remain in place for one year unless extended by the Chief Executive.

(b) Short-listing

Where large numbers of applications are received, Sligo County Council may shortlist candidates.

Short-listing may be based on:

• Information provided in the application form.
• A preliminary interview.
• Appropriate testing (e.g. aptitude tests).
• Any combination of the above.

Criteria may include:

• Education.
• Relevant work experience (range and depth).
• Competencies demonstrated.
• Attention to detail.

Only the candidates deemed most suitable will be invited to the final competitive interview.

9. Garda Vetting and References

The successful candidate may be subject to Garda Vetting in accordance with the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012–2016.

Appointment is also subject to satisfactory references.

10. Medical Examination

Before appointment, the successful candidate must undergo a medical examination by a medical practitioner nominated by the local authority.

11. Period of Acceptance of Offer

Candidates offered appointment must take up duty within one month or such extended period as the local authority may determine.

12. Normal Working Hours

Normal working hours are 9:00 a.m. to 5:00 p.m., Monday to Friday, with a minimum 30-minute lunch break.

The successful candidate may be required to work outside normal office hours, including weekends, as necessary.

13. Annual Leave

Annual leave is 30 days per annum, with public holidays provided in accordance with the Organisation of Working Time Act 1997.

14. Sick Leave

Sick leave is in accordance with Sligo County Council's current Sick Leave Scheme and Attendance Management Policy and Procedure, as amended by the Public Service Management (Sick Leave) Regulations 2014 and any subsequent regulations.

15. Travel and Subsistence Arrangements

Travel and subsistence expenses will be paid at approved rates for authorised travel.

16. Training

Successful candidates will be required to undertake any training considered relevant by Sligo County Council.

17. Data Protection

Sligo County Council complies with Data Protection legislation, including the Data Protection Act 2018 and GDPR. To access the Council's Data Protection Policy and Privacy Statements, please refer to the Data Protection (GDPR) information available on the Council's website.