Adult Education Guidance Information Officer

Job Summary

The purpose of this role is to provide high-level administrative support to Waterford and Wexford Education and Training Board (WWETB). The successful candidate will assist in the delivery of quality services, in line with the organisation's remit, working collaboratively with colleagues across WWETB and the wider community, including schools and Further Education and Training Centres. WWETB is committed to continually improving the quality and effectiveness of its services and systems, spanning multiple functions, including Schools, Further Education and Training Centres, Finance, Human Resources, and Corporate Services. The responsibilities of this role will support these efforts, as detailed below.

The post of Adult Guidance Service Information Officer is within the WWETB Adult Education Guidance Service (AEGS) which provides an impartial adult educational guidance and information service on a one-to-one and group basis. The AEGS is a key aspect of the WWETB Further Education and Training service that provides services to participants across our various programmes in addition to serving the wider public.

The purpose of this post is:

▪ To implement and maintain agreed administrative procedures

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

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

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

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

Key Responsibilities

The Adult Education Guidance Information Officer plays a vital role in providing administrative support and ensuring the smooth operation of the assigned area. Working closely with line managers and colleagues, the successful candidate will contribute to the delivery of services and the achievement of organisational goals.

Initial duties of the role may include the following:

To offer administrative support to the project including:

▪ Establish recording systems and databases in agreement with the project manager.

▪ Implementing agreed administrative procedures.

▪ Maintain client records and statistics in a confidential manner.

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

▪ Maintain day-to-day financial records including petty cash, monthly accounts, invoicing, and the purchase of equipment, as appropriate.

▪ Maintain an appointments system for guidance interviews and group sessions.

▪ Take responsibility for day-to-day maintenance issues relating to the building as appropriate.

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

▪ 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.

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

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

▪ Assist in the development, maintenance and updating of websites, as appropriate.

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

▪ Access information from a range of circulation sources.

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

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

To develop, implement and maintain an effective and user-friendly information service which supports the aims and objectives of the project.

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

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

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

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

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

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

▪ Input and maintain appropriate client records.

▪ Maintain appropriate links with other service providers.

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

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

▪ Contribute to the production of publicity materials.

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

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

To contribute, as appropriate, to the on-going development and maintenance of the service.

▪ Contribute to the monitoring and 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.

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

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

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

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

This job description offers a broad outline of the role’s key duties and is designed to be flexible and adaptable. It will be reviewed periodically to ensure it remains aligned with organisational needs.

Essential Requirements

The following outlines the essential qualifications, skills, and competencies required for candidates applying for the Adult Education Guidance Information Officer position. These criteria are designed to ensure that applicants possess the necessary foundation to excel in the role and contribute effectively to the organisation’s goals.

▪ 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.

▪ 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.

▪ Be at least 17 years of age on or before the date of the advertisement of the recruitment competition.

Desirable Requirements

The following outlines the desirable requirements for candidates applying for the Adult Education Guidance Information Officer position and may be used to aid shortlisting should there be a large number of applications.

▪ Knowledge of Digital Marketing and use of social media for business applications

▪ Experience in use of databases and updating web pages

Person Specification

▪ Good presentation skills

▪ MS Office skills (Word, excel, PowerPoint)

▪ Curious and inquisitive with a willingness to learn

▪ Ability to work under pressure

▪ Self-motivating, flexible and results focussed

▪ Ability to prioritise and manage work in a dynamic and fast paced environment

▪ Proven record as a team player

▪ Goal oriented in a manner that ensures work is comprehensively completed

▪ Ability to work on own initiative within a flexible, co-operative, team structure

Eligibility to Apply

Candidates must, by the date of job offer, be:

▪ A citizen of the European Economic Area. The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

▪ A citizen of the United Kingdom (UK); or

▪ A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

▪ A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or

▪ 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

▪ 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 Switzerland and has a stamp 4 visa