Assistant Staff Officer

Job Description

The Job Description is that of Assistant Staff Officer (Grade IV). The appointee will be responsible for providing such services of an executive, supervisory and advisory nature as requested and may include the duty of deputising for other officers. Further details on the initial Role and Responsibilities, to include the generic Job Description, are set out in Appendix 1 below.

The precise staffing and scheduling arrangements to deliver these roles will be finalised annually in cooperation with the relevant offices / functional areas where the Assistant Staff Officer is designated.

Person Specification

The successful candidate will be able to demonstrate that they have the necessary leadership, supervisory and administrative skills and experience, and the capacity to work with staff and clients of the Institute to ensure the timely delivery of delegated routines and quality services under general supervision only. The appointee will:

• Be results oriented and client focused.

• Be able to provide examples of having worked on their own initiative and in a multidisciplinary team in the past.

• Be capable of exercising delegated responsibility for the timely and efficient delivery of key routines and services and the effective supervision, motivation and development of assigned staff.

• Have good organisational skills with the ability to problem solve, pay attention to detail and deliver work to a high standard and to tight deadlines.

• Have a high degree of computer literacy, to include competence in the following Microsoft applications: word processing, spreadsheets, databases, file management, e-mail and the internet and relevant IADT MIS Systems.

• Possess very well developed interpersonal, negotiation and communication skills.

Essential Academic Qualifications, Professional Experience and Specific Personal Qualities

Applicants for this position must:

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

• 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 within the QQI qualifications framework which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher, or have appropriate relevant experience which encompasses equivalent skills and expertise.

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.

Individuals applying on the basis of an approved equivalent qualification must submit a detailed case supported by full documentation justifying their contention that their qualifications are or have been adjudged to be the equivalent of the standards set out above.

Where English is not the first language of the applicant, they must possess fluency in written and spoken English. All programmes and work are conducted through English. Where formal certification of fluency has already been acquired, this must be referred to in your application. Where certification has not been obtained, then the applicant should address this competency when completing their personal statement.

Desirable

• Commitment to personal and professional development.

• A number of years of experience at an appropriate level relevant to the role.

• Being capable of displaying initiative, tact, flexibility, responsiveness and exercising delegated responsibility.

• Being results oriented and customer focused and being able to provide examples of having worked on their own initiative and in multidisciplinary teams in the past.

• Has excellent communication skills (written and oral) and previous experience in quality service delivery and development.

• Ability to work without supervision, to set priorities, work proactively with good skills in organisation, scheduling, problem solving, task management and the resolution of conflicting priorities. This role will require active engagement in the delivery process to tight deadlines.

• Being process oriented with good analytical, numeric skills with ability and experience of applying a high level of attention to detail in their work while managing competing pressures.

• Experience of maximising the contribution of IT based systems to enhance administrative practice / procedure and service delivery.

• Has a good degree of computer literacy, to include competence in the following applications: IADT MIS systems – Banner and associated modules, Agresso, spreadsheets, and / or other relevant IT systems.

• Experience of multitasking and the collection, collation and interpretation of reasonably complex material and the preparation and presentation of reports and submissions.

• Has good process analysis and task mapping skills.

• An aptitude for and demonstrated interest in web and social media skills.

Principle Conditions of Service

The below information represents the principal conditions of service and is not intended to be a comprehensive list of terms and conditions of employment which will be set out in the employment contract to be agreed with the successful candidate.

A full statement of Terms & Conditions of employment will be given to the successful applicant in accordance with Terms of Employment (Information) Acts 1994 & 2001.

Tenure and Nature of the Appointment

Arising from this competition a panel will be created and the filling of positions arising during the life of the panel may be filled on a fixed term basis depending on the role being filled at the time of offer. Offers will be made in accordance with selection policy. Positions could be part-time and full-time as required.

A person can indicate in their letter of application their preference for part-time or full-time hours.

Remuneration

The remuneration of this post will be as authorised by the Minister for Further and Higher Education, Research, Innovation and Science and may be adjusted from time to time in line with Government Pay Policy. Appointments to this post, save in very exceptional circumstances, will be made at point 1 of the salary scale.

The current salary scale (01/02/2026) is: €39,099 – €55,460 per annum. There are 10 points on the scale, including 2 long service increments.

Important Note re. Salary

Entry will be at the minimum of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Subject to satisfactory performance, increments may be payable in line with current Government policy.

Different terms and conditions may apply if, immediately before appointment, you are a currently serving public servant in a comparable role.

A contributory pension scheme applies.

The precise contractual arrangements to apply to an appointee will be outlined in any letter of offer which may issue because of this competition.

Annual Leave

Leave will be in accordance with the collective agreements approved by the Minister for Further and Higher Education, Research, Innovation and Science from time to time.

Hours of Work

Hours will vary depending upon whether the position is part-time or full-time. A full-time role will be 35 hours per week with flexibility required from time to time.

Travel

You may be required to travel from time to time both in Ireland and abroad.

Selection Methods

Dún Laoghaire Institute of Art, Design and Technology is the appointing entity. The Institute will convene a selection board, as prescribed by the relevant regulations under the Institutes of Technology Act 1992 – 2006, to carry out the competitive stages of the selection process. The approach employed may include:

• Short-listing of candidates on the basis of the information contained in their application to reduce the list of candidates to an appropriate number for interview.

• An initial / preliminary interview which may also include a presentation or other exercise by the candidate either to the Selection Board or a group nominated by the Board.

• A final interview, for those successful at preliminary interview, which may also include a presentation or other exercise by the candidate.

Should the person recommended for appointment decline, or having accepted it relinquish it, IADT may at its absolute discretion select and recommend another person for appointment on the results of this selection process.

Candidates should make themselves available on the date(s) specified by IADT. IADT will not be responsible for refunding any expenses incurred by candidates.

Please note that any offer of employment is subject to satisfactory:

• Qualification & Reference verification

• Pre-employment Medical

• Garda Vetting (in certain circumstances)

Shortlisting

Regularly the number of applications received for a position exceeds that required to fill existing and future vacancies.

While candidates may meet the eligibility requirements of the competition, if the numbers applying for the position are such that it would not be practical to interview everyone, the Institute may decide to reduce the number of applicants to be called to interview.

In this respect, the Institute provides for the employment of a shortlisting process to select a group for interview who, based on an examination of the application forms, appear to be the most suitable for the position.

An expert board will examine the application forms against pre-determined criteria based on exceeding the essential requirements and the desirable requirements of the position.

This is not to suggest that other candidates are necessarily unsuitable or incapable of undertaking the job, rather that there are some candidates who, based on their application, appear to demonstrate that they are more appropriately qualified and / or have more relevant experience.

It is therefore in candidates’ interests to provide a precise, detailed, accurate account of their qualifications / experience in their application. Following the shortlisting process, the Human Resources Department will advise candidates via email as to whether they have been selected for the final competitive interview part of the competition process.

Final Competitive Interview

In advance of the interview process all candidates will be written to and asked if they have any additional requirements or needs. These are in line with the code of practice for disabled staff.

• Video conferencing software may be used in the interview process.

• Interviews will be structured in format, with candidates asked to provide details of their skills and competencies as they relate to the role.

• Depending on the role being interviewed for, candidates may be required to make a presentation (10 – 12 minutes in duration).

• Every role will have a question on the candidate’s commitment to Equality, Diversity and Inclusion.

• The Institute will endeavour to give as much notice as possible of interview dates and times, but not less than 10 days where a presentation is required.

• Where a presentation is required, candidates are requested to submit a copy of the presentation to Human Resources not later than 2 working days prior to the interview date. Failure to submit a presentation on time without any correspondence as to why will mean that the Institute will deem the candidate has withdrawn from the competition process.

The Importance of Confidentiality

All enquiries, applications and all aspects of the proceedings are treated as strictly confidential and are not disclosed to anyone outside those directly involved in that aspect of the process.

Candidates’ Obligations

Candidates should note that canvassing will disqualify and will result in their exclusion from the recruitment and selection process.

Candidates must not:

• Knowingly or recklessly provide false information.

• Canvass any person with or without inducements.

• Interfere with or compromise the process in any way.

• Allow a third party to personate a candidate at any stage of the process.

Any person who contravenes the above provisions or who assists another person in contravening the above provisions is guilty of an offence and may be liable to a fine and / or imprisonment.

In addition, where a person found guilty of an offence was or is a candidate at a recruitment process:

• Where he / she has not been appointed to a post, he / she will be disqualified as a candidate.

• Where he / she has been appointed subsequently to the recruitment process in question, he / she shall forfeit that appointment.

In submitting a completed online application form and supporting documentation, candidates are declaring:

• That all particulars furnished are true and correct without omission.

• That there is nothing in relation to their conduct, character or personal background that would adversely affect the position of trust in which they would be placed.

• Their consent to IADT making enquiries deemed necessary in respect of their suitability.

• Their acceptance that IADT may reject their application or terminate employment if relevant information has been omitted or misrepresented.

Candidates may be required to submit documentary evidence in support of any particulars given in their application.

Feedback & Appeals

A candidate may seek feedback on the recruitment and selection process should they be unhappy with an action or decision in relation to their application.

• To request initial feedback, a candidate must write to the Human Resources contact within 5 working days of receiving notification of the decision.

• Feedback from the selection panel will be sent in written format.

• If dissatisfied, the candidate may resort to the formal appeal procedures within 2 working days of receiving feedback.

• The Human Resources Manager will act as the decision arbitrator.

• The decision arbitrator will be unconnected with the selection process and will adjudicate on requests for review.

• The decision of the decision arbitrator is final.

General Information

Admission to a competition, invitation to interview, or being ranked number one does not imply that IADT is satisfied that a person fulfils the requirements or is not disqualified by law from holding the position.

The onus is on candidates to ensure that they meet the eligibility requirements before attending for interview.

Each panel will remain active for 1 year following the date of interview. Roles will be offered in order of ranking until the panel is exhausted.

Eligibility to Compete

Eligibility to compete is open to candidates who are citizens of the European Economic Area or Switzerland. The European Economic Area comprises member states of the European Union along with Iceland, Liechtenstein and Norway.

Other candidates may be eligible to compete subject to their having or obtaining an appropriate work permit for the nature and duration of the position.