Administrative Storeperson

Summary of Position

The purpose of this post is to provide high-level administrative support to Waterford and Wexford Education and Training Board. The successful candidate(s) will support the delivery of quality services, as per the organisation’s remit, working with colleagues across WWETB and the broader community, including Schools and Further Education and Training Centres. WWETB constantly strives to improve the quality and effectiveness of its services and systems, across a number of functions, including in its Schools, Further Education and Training Centres, Finance, Human Resources and Corporate Services. The work of WWETB will be supported through a number of duties and responsibilities, as outlined below.

Essential Requirements for Grade IV post holders

·        Have the requisite knowledge, skills and competencies to carry out the role.

·        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 of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise.

·        Be capable and competent of fulfilling the role to a high standard.

·        Have successfully completed their probation period or have successfully completed a probation period at a lower eligible grade.

·        Oral Irish – It may be a requirement of the post that the candidate possesses a competency in Oral Irish, to the satisfaction of the Chief Executive of the ETB/to the satisfaction of the IOT. Where there is a requirement for competency in Oral Irish in respect of a post it will be specified in the advertisement for that post.

Desirable Criteria

• Previous experience of computer-based purchasing systems an advantage
• Ability to prioritise and manage work in a dynamic and fast paced environment
• Ability to work on own initiative within a flexible, co-operative, team structure
• Certified and proficient in the use of a Forklift
• Strong organisational skills with proven track record of documentation storage and filing
• MS Office skills (Word, excel, PowerPoint)
• Ability to work under pressure
• Self-motivating, flexible and results focussed
• Proven record as a team player
• Goal oriented in a manner that ensures work is comprehensively completed
• Previous office experience with reception cover would be a plus

Main Duties

·        Process purchase requests in accordance with purchasing procedure for goods and materials to maintain minimum just in time stock levels.

·        Maintain copies of all such orders and requests for purchase.

·        Obtain necessary quotations for requests for purchase and sending for approval in addition to supporting process redesign to a more digital flow.

·        Using computerised system raise the necessary purchase order for goods.

·        Have orders approved by Managers and email to supplier with copy.

·        Maintain appropriate files for GIN’S, Delivery Notes, Copies of Orders, and Requests for Purchase, Credit Notes, and Invoices as required.

·        Facilitate and support the Procurement team on the eTender process as required.

·        Assist as required in identifying costs of materials used in specific training courses.

·        Assist in ensuring the implementation of procedures to control the receipt, checking, inspection, storage, security, and issue of all Stores items.

·        Receive and check goods delivered to Stores (using Forklift as required), sign delivery docket and complete GIN’s on computer system.

·        Distribute goods to originator of request for purchase and have GIN signed by originator.

·        Control collection and storage of scrap material, arrange for its collection and/or sale and manage any supporting documentation.

·        Bring to the immediate notice of Management any losses or discrepancies in the Stores or any excessive or unauthorised use of consumable material.

·        Identify obsolete, unnecessary, and damaged goods, materials, equipment, and in line with procedures, arrange for their disposal.

·        Participate in the annual stock take as required and directed by the Management.

·        Control the issue of Protective Clothing and arrange for laundering and repairs as required.

·        Ensure that in the event of the Stores being closed for any period, due notice is given to all so that prior arrangements for supplies may be made.

·        Provide cover for reception as required.

·        Provide occasional support to caretakers as and when required.

·        To undertake any tasks/assignments delegated from time to time by the Senior Management.

Salary

Salary will be paid in accordance with such rates as may be authorised by the Minister for Education from time to time for Grade IV positions.

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Education. Rate of remuneration may be adjusted from time to time in line with Government Policy. Please refer to https://www.wwetb.ie/about/organisation/human-resources/pay/ for current salary scale. Successful candidates will be paid at point 01 of the salary scale unless they have previous relevant public sector service in experience.

Application Form

Applications must be made on the official Assistant Staff Officer Application Form and all sections must be completed in full. When completing the application form accuracy is essential as the information supplied in the form will play a central part in the selection process. Applications can be accessed via: https://www.wwetb.ie/about/organisation/human-resources/vacancies/

Shortlisting

WWETB is an Equal Opportunities Employer. WWETB reserves its right to shortlist candidates, in the manner it deems most appropriate, to proceed to the interview stage of the competition. Shortlisting will be on the basis of information supplied on the Application Form and the likely number of vacancies to be filled. It is therefore in your own interest to provide a detailed and accurate account of your qualifications/experience on the application form. The shortlisting process will provide for the assessment of each applicant’s application form against predetermined criteria that reflect the skills and depth of experience considered to be essential for a position at this level. Canvassing will automatically disqualify.

Interview

Selection, from shortlisted candidates, shall be by means of a competition based on an interview conducted by WWETB. WWETB Core Values of Respect, Accountability, Learner Focus, Quality and Sustainability are the guiding principles of the organisation and underpin the competencies required to fulfil this role. The interview will be competency based and marks will be awarded under the following Core Competencies identified for the position of Assistant Staff Officer Grade IV:

·        People Management

·        Information Management and Decision Making

·        Delivery of Results

·        Interpersonal and Communication Skills

·        Specialist Knowledge, Expertise and Self Development

·        Drive & Commitment to Public Service Values

These core competencies are assessed and awarded marks by demonstrating the following key skills sets:

People Management

·        Leads others, monitoring performance and trying to get the best out of people

·        Allocated work fairly and appropriately and ensure that everybody does their fair share

·        Addresses any performance issues in a timely, appropriate and constructive manner

·        Involves others in decisions that affect them, allocating work fairly and appropriately

·        Demonstrates trust in others to deal with important tasks and acknowledges a job well done

·        Helps team members to identify their own and their team’s learning and development needs in line with objectives

·        Helps build effective relationships and resolve disagreements between team members

·        Acts as an effective link between staff and other managers

Information Management and Decision Making

·        Follows procedures and ensures they are implemented in own area, understanding the rationale behind them

·        Reviews completed work regularly and acts on learning points

·        Evaluates current work practices to identify changes that could be made to improve efficiencies

·        Can work effectively on a number of tasks at the same time

·        Is comfortable working with and manipulating a range of data, e.g. numerical, written etc.

·        Makes sound appropriate decisions in a confident manner and can justify and stand by them

Delivery of Results

·        Delivers results on time and to a high standard

·        Takes responsibility for own work and the work of the team

·        Plans and prioritises the work schedule, ensuring the efficient use of all of the resources available and delivering on objectives even with multiple or conflicting demands

·        Evaluates the current work practices to identify changes that could be made to help them run more effectively

·        Maintains accurate records and monitors work, ensuring any errors are identified and rectified

·        Appreciates the need to delegate work appropriately rather than doing everything oneself

Interpersonal and Communication Skills

·        Shows respect, tact and maintains composure when dealing with customers or staff members

·        Demonstrates the ability to be assertive and negotiate when necessary, communicating in a clear and confident manner whilst remaining approachable and polite

·        Listens to others and invites feedback, dealing with information in a constructive way

·        Influences others by actively listening and clearly expressing their position

·        Produces written letters/reports in a clear and concise manner

Specialist Knowledge, Expertise and Self Development

·        Develops and maintains the skills and expertise required to perform the role effectively, e.g. relevant technologies, IT systems, relevant policies etc.

·        Has a clear understanding of the role, objectives and targets and how they fit into the work of the unit and Department/Organisation and communicates this to the team

·        Leads by example, being committed to self development and enhancing the knowledge and skills required to improve performance

Drive and Commitment to Public Service Values

·        Consistently strives to perform at a high level, demonstrating flexibility and finding solutions to overcome obstacles

·        Serves the Government and people of Ireland

·        Can work independently without excessive guidance or support

·        Demonstrates resilience in the face of significant demands and challenges

·        Ensures that the customer is at the heart of all services provided

·        Is personally honest and trustworthy

·        Acts with integrity and supports this in others

Additional Information

Citizenship

·        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 Member States of the European Union along with Iceland, Liechtenstein and Norway.

·        Swiss citizens under EU agreements may also apply.

Health & 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.

·        Canvassing will disqualify.

·        Some posts require special security clearance.

·        In the event of potential conflicts of interest, candidates may not be considered for certain posts.