Adult Education Guidance Information Officer

REPORTING TO

Adult Education Officer (AEO), Guidance Co-ordinator, Guidance Counsellor or Management Group as agreed in the operational framework for the project.

NATURE OF POST

Permanent wholetime – 35 hours per week.

(Note: This position is equivalent to the Grade IV salary scale)

FUNCTION OF JOB

The Adult Guidance and Information Service offers impartial and confidential information, advice, guidance and counselling on the educational options that are available to clients both within CMETB and with other education providers.

The aim of the service is to support clients to make the right decisions about returning to education and training and to help them make those decisions within the context of their wider lives.

KEY PURPOSE

1.      To develop, implement and maintain a comprehensive, up-to-date and user- friendly information service which supports the aims and objectives of the project.

2.      To contribute to and organise events, marketing activities, and promotional materials which promote the project to clients, groups and other agencies.

3.      To develop and maintain up to date paper based and computer-based systems in respect of clients, groups and information resources.

4.      To implement and maintain agreed administrative procedures.

5.      To contribute to the on-going development and maintenance of the service.

LOCATION

Monaghan town, Co. Monaghan (4 days per week) and Carrickmacross (1 day per week).

REQUIREDQUALIFICATIONS,SKILLS&EXPERIENCE

QUALIFICATIONS

Please refer to “Person Specification” at the end of this document.

DUTIES AND RESPONSIBILITIES

1.1     TO DEVELOP, IMPLEMENT AND MAINTAIN AN EFFECTIVE AND USER-FRIENDLYINFORMATION SERVICE WHICH SUPPORTS THE AIMS AND OBJECTIVES OF THE PROJECT.

1.2         Deal with public enquiries by telephone, email and in person from members of the public, local agencies and community groups.

1.3         Provide user-friendly, accurate, and relevant information and advice to enquirers.

1.4         Undertake research on behalf of clients, groups, and staff and prepare individualised information packs.

1.5         Interpret and apply information, such as grant entitlements, to individual needs.

1.6         Make referrals and/or arrange appointments for clients to meet with the Guidance Counsellor, other internal staff, and/or external organisations, as appropriate.

1.7         Maintain comprehensive and up to date information on local job, education and training opportunities.

1.8         Input and maintain appropriate client records.

1.9         Maintain appropriate links with other service providers.

2.1     TO CONTRIBUTE TO AND ORGANISE EVENTS, MARKETING ACTIVITIES, AND PROMOTIONAL MATERIALS WHICH PROMOTE THE PROJECT TO CLIENT, GROUPS AND OTHER AGENCIES.

2.2         Assist in promotional/networking activities e.g., presentations, exhibitions and events as appropriate.

2.3         Contribute to the production of publicity materials.

2.4         Undertake appropriate activities to publicise and market the services of the project to existing and new clients.

2.5         Deliver presentations and/or information sources to groups, as required.

2.6         Support other services in highlighting course vacancies and upcoming courses and organising recruitment events for same.

3.1         TO DEVELOP AND MAINTAIN UP-TO-DATE PAPER BASED AND COMPUTER BASED SYSTEMS, IN RESPECT OF CLIENTS, GROUPS AND INFORMATION RESOURCES.

3.2         Develop and maintain paper based and ICT databases which are relevant to the

Adult learner including education, training and employment opportunities, funding and support services.

3.3        Ensure that the client database is maintained and updated in accordance with NCGE guidelines.

3.4         Assist in the preparation and completion of returns to the Department of Education and Skills, DFHERIS, SOLAS, NCGE, ETB and other designated bodies.

3.5         Assist in the development, maintenance and updating of websites and social media platforms as appropriate.

3.6         Undertake training and keep updated on relevant developments and changes in respect of the client database.

3.7         Access information from a range of circulation sources.

3.8         Keep informed of relevant ongoing developments at local and national level.

3.9         Ensure that guidance personnel are kept updated regarding new information and changes that may affect our clients.

4.1     TO OFFER ADMINISTRATIVE SUPPORT TO THE PROJECT INCLUDING:

4.2         Establishing recording systems and databases in agreement with the project manager.

4.3         Implementing agreed administrative procedures.

4.4         Maintaining client records and statistics in a confidential manner

4.5         Carrying out day-to-day secretarial duties such as typing and word-processing, photocopying, telephone/reception, mail and minute taking.

4.6         Maintaining day-to-day financial records including monthly accounts, invoicing, and the purchase of equipment, as appropriate.

4.7         Maintaining an appointments system for guidance interviews and group sessions.

5.1         TO CONTRIBUTE, AS APPROPRIATE, TO THE ON-GOING DEVELOPMENT AND MAINTENANCE OF THE SERVICE.

5.2         Contribute to the monitoring, review and evaluation of the project by maintaining and analysing data on client use of the service; and contributing to the identification of gaps in provision.

5.3         Keep note of possible research needs presented through trends in the client data and feed these back as appropriate to the project management.

5.4         Participate in appropriate staff development and training as agreed with line manager.

5.5         Maintain awareness of on-going developments at local and national level.

5.6         Any other duties relevant to the effective and efficient operation of the service.

6.1         TO SUPPORT DELIVERY OF FURTHER EDUCATION AND TRAINING PROGRAMMES

6.2         Assist in the recruitment and sign up of learners for these programmes. Advise on possible course trends to respond to demand and feed this information back to co-ordinators.

6.3         Participate in appropriate staff development and training as agreed with line manager.

6.4         Any other duties relevant to assisting the effective and efficient operation of the service.

This job description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time by the CE, DFET or AEO and to contribute to the development of the post while in the role.

QUALIFICATIONS

/ EXPERIENCE

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.

SKILLS

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

Competencies will be informed by best practice Public Appointment Service

Competency Frameworks for the Irish Public Service.

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

COMPETENCIES

·      Team Working

·      Interpersonal and Communication Skills.

·      Information Management/Processing

·      Delivery of Results.

·      Specialist Knowledge, Expertise and Self Development.

·      Drive and Commitment to Public Service Values.