Adult Guidance Information Officer

Hours of Work: 35 hours per week

Salary: €36,112 - €52,240 (10 point scale)

Key Purpose

• To implement and maintain an effective, comprehensive, up to date and user friendly information service which supports the aims and objectives of the project

• To implement and maintain agreed administrative procedures

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

• To contribute to and assist with the organisation of 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

Duties and Responsibilities

To implement and maintain an effective, comprehensive, up to date and user friendly information service which supports the aims 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 guidance staff and prepare individualised information packs

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 implement and maintain agreed administrative procedures

Establish recording systems and databases in agreement with the line manager

Implement 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 appointment system for guidance interviews and group sessions

Assist the line manager with the day to day maintenance issues relating to the building, as appropriate

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

Maintain paper based and ICT databases which are relevant to the FET learner / client including: education, training and employment opportunities, funding and support services

Ensure that the client database is maintained and updated in accordance with relevant guidelines

Assist in the preparation and completion of returns to the Department of Further and Higher Education, Research, Innovation and Science (DFHERIS), Solas, 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 circulated sources

Keep informed of relevant ongoing developments at local and national level

Ensure that guidance staff are kept updated regarding new information and changes that may affect clients

To contribute to and assist with the organisation of 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

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

Contribute to the monitoring, review and evaluation of the project by maintaining and providing 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 manger

Maintain awareness of on going developments at local and national level

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

Conditions of Service

Citizenship Requirement

Candidates should note that eligibility to compete is open to citizens of the European Economic Area (EEA) or to non EEA nationals with a valid work permit. The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein, Norway, Switzerland and Norway. Swiss citizens under EU agreements may also apply.

Vetting

Kilkenny and Carlow ETB is registered with the National Vetting Unit (NVU). As part of the Board’s recruitment and selection process, offers of employment to all posts may be subject to NVU disclosure.

References

Kilkenny and Carlow ETB reserves the right to seek both written and verbal references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. Kilkenny and Carlow ETB also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Please note that candidates are requested not to submit references with their application form.

Pre Employment Health Assessment

A candidate for, any person holding, the office must be fully competent and capable of undertaking the duties attached to the office and in a state of health such as would indicate a reasonable prospect of the ability to render regular and efficient service.

Candidates will be required to undergo a pre employment Health Assessment which will be reviewed by the ETB's Occupational Health Service. An offer of employment is subject to satisfactory pre employment health assessment.

Probation

Where a person is appointed to the position of Adult Education Guidance Information Officer to Kilkenny and Carlow ETB the first twelve months of their contract will be regarded as the probationary period. The appointment will be confirmed subject to satisfactory performance of the duties of the post.

Superannuation and Retirement

The successful candidate will be offered the appropriate superannuation terms and conditions as prevailing in the Civil / Public Service at the time of being offered an appointment. In general, an appointee who has never worked in the Public Service will be offered appointment based on membership of the Single Public Service Pension Scheme (“Single Scheme”). Full details of the Scheme are available on www.kcetb.ie

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Where the appointee has worked in a pensionable (non Single Scheme terms) public service job in the 26 weeks prior to appointment or is currently on a career break or special leave with / without pay different terms may apply. The pension entitlement of such appointees will be established in the context of their public service employment history.

The maximum retirement age for a member of the single public service pension scheme as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

Sick Leave

Sick leave will be in accordance with established procedures and conditions for ETB staff generally.

Notice / Termination

This appointment is terminable by one month’s notice in writing from either side subject to statutory provisions and relevant collective agreements.

General

The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the successful candidate’s employment contract.

Essential Qualifications

The following are essential requirements for appointment to this post:

• 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

• 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 with 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

Competences, Skills and Experience

Candidates should have:

• Specialist knowledge and expertise in the area of Further Education and Training (FET)

• Excellent ICT and administration skills

• Excellent oral and written communication skills including the ability to prepare written communications for a range of audiences

• Excellent interpersonal and teamwork skills including the ability to work effectively as a member of a team and use own initiative

• Excellent computer skills including the use of spreadsheets, databases, word processing and publisher packages

• Ability to organise and maintain record keeping systems and information resources both manually and using ICT

• Ability to understand and process information with a high level of attention to detail

• Awareness of issues related to the handling of confidential information and equal opportunities

• Knowledge and commitment towards public service values, including a strong commitment to customer service and experience of dealing with the public

• Experience in an appropriate educational / training / industrial environment requiring a range of the skills and competencies set out above

• Willingness to work flexible hours outside of normal office hours

Competences

The person appointed to the above post will be required to show evidence of the following competences:

Specialist Knowledge, Expertise and Self Development

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

• Clearly understands the role, objectives and targets and how they fit into the work of the unit

• Is committed to self development and continuously seeks to improve personal performance

Delivery of Results

• Delivers results on time and to a high standard

• Plans and prioritises the work schedule, ensuring the efficient use of all 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

• Demonstrates initiative and flexibility in ensuring work is delivered

• Identifies and appreciates the urgency and importance of different tasks

Information Management and Processing

• Approaches and delivers all work in a thorough and organised manner

• Follows procedures and protocols, understanding their value and the rationale behind them

• Keeps high quality records that are easy for others to understand

• Draws appropriate conclusions from information

• Suggests new ways of doing things better and more efficiently

• Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculation such as arithmetic, percentages etc

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 other by actively listening and clearly expressing their position

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

Teamwork

• Shows respect for colleagues and co workers

• Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate

• Offers own ideas and perspectives

• Understands own role in the team, making every effort to play his / her part

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