Assistant Staff Officer

The Assistant Staff Officer is a key support position within the Council and is assigned to a service delivery area or to support a functional area as required. The Assistant Staff Officer will work under the direction and management of the Staff Officer or analogous grade or other employee designated by the Administrative Officer, Senior Executive Officer or Director of Services as appropriate. The role involves supporting managers and colleagues and working as part of a team in meeting work goals and objectives and delivering quality services to internal and external customers.

The Assistant Staff Officer role requires excellent administrative, interpersonal, communication and other particular skills and expertise depending on assignment and may also be required to deputise for a Staff Officer from time to time. The Assistant Staff Officer will be expected to use initiative and work to a high standard and will be required to operate the Council’s existing and future IT systems as part of their work.

The successful candidate will be expected to carry out their duties in a manner that enhances public trust and confidence and ensures impartial decision making.

The ideal candidate shall demonstrate the following knowledge, skills and competencies:

·       Knowledge and understanding of the structure and functions of local government and current issues it faces.

·       Understand of the role of an Assistant Staff Officer with Galway City Council and their role in delivery of business objectives.

·       Relevant administrative experience including delivery of business objectives, preparation of reports and correspondence and operating ICT Systems.

·       Experience and competency in the implementation of high quality customer service and standards.

·       Demonstrate an openness and responsiveness to change.

·       Develop and maintain positive, productive and beneficial working relationships.

·       Plan, allocate and supervise the work of staff and other resources to achieve corporate objectives.

·       Demonstrate excellent clerical/administrative experience in an office based environment.

·       Understand the relevance and have previously demonstrated a strong team ethnic of co-operation and mutual support to ensure delivery of business objectives.

·       Be self motivated and proactive with ability to work on own initiative;

·       Have strong interpersonal and communication skills and be capable of representing the Council in a professional and credible manner with all stakeholders; and

·       Have an awareness of Health & Safety Legislation and Regulations, the implications for the organisation and the employee, and their application in the workplace.

DUTIES AND RESPONSIBILITIES

The Assistant Staff Officer will perform such duties as may be assigned from time to time which will involve the facilitation, implementation and promotion of the policies and objectives of the Galway City Council.

The following is a non-exhaustive list of key duties and responsibilities which may be assigned to an Assistant Staff Officer:

·       To support the line manager to ensure the section or department work programme is implemented to deliver the Council’s corporate and operational plans.

·       To communicate and liaise effectively with customers, employees, supervisors and line managers in other sections in relation to operational matters relevant to their section or area of work.

·       Responsibility for preparation of reports, correspondence and other documents as necessary.

·       To provide assistance and support in the delivery of projects as required.

·       To ensure high levels of customer service, responding to queries and requests for information in a professional, courteous and timely manner.

·       To support the line manager to communicate, implement and manage all change management initiatives within the relevant area of responsibility.

·       To supervise employees within their team or programmes of work within their area of responsibility, providing support to team members of colleagues as required.

·       To organise and facilitate internal and external meetings and participate and engage in discussion as appropriate.

·       To comply with Health & Safety legislative requirements, policies and procedures and safe systems of work.

·       To deputise for the line manager or equivalent as required.

·       To undertake any other duties of a similar level and responsibility as may be required, or assigned, from time to time.

Notwithstanding the requirements of the post, successful applicants may be assigned to any service area/role within the Local Authority at an analogous level by the Chief Executive at any time.

1.     Character

Candidates shall be of good character.

2.     Health

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3.     Citizenship:

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

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

               ii.          A citizen of the United Kingdom (UK); or

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

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

               v.          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

             vi.          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 the UK or Switzerland and has a stamp 4 visa

4.     Education, Training, Experience, etc.

Panel A - Confined to local authority sector:

Each candidate must, on the latest date for receipt of completed application forms;

a)    be a serving employee in a Local Authority or Regional Assembly and have at least 2 years satisfactory experience in a post of Clerical Officer or analogous grade,

AND

b)    possess a satisfactory knowledge of the functions and duties of local authorities; and

c)     have a satisfactory knowledge or experience of office organisation.

Panel B – Open:

Each candidate must, on the latest date for receipt of completed Application Forms:

(1)      (a) Have obtained at least Grade D (or a pass), in Higher or Ordinary level, in five subjects (or four subjects if Irish is included) from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme including Irish and/or English and one of the following: Mathematics, Accounting, Business Organisation or Economics,

AND

(b) Have obtained at least Grade C (or Honours) in Higher Level (or Honours) papers in three subjects in that examination (or two subjects if Irish and/or one of the following is included: Mathematics, Accounting, Business Organisation or Economics), or,

(2) Have obtained a comparable standard in an equivalent examination, or,

(3) Hold a third level qualification of at least degree standard.

Panel C - Confined to employees of Galway City Council:

Each candidate must, on the latest date for receipt of completed application Forms;

(a) be a serving employee of Galway City Council and have at least two years satisfactory experience in a post of Clerical Officer or analogous post,

 (b) possess a satisfactory knowledge of the functions and duties of local authorities; AND

(c) have a satisfactory knowledge or experience of office organisation

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.

Each candidate must include on the application form details of all qualifications obtained by them. The invitation to attend for Interview is not to be regarded as an admission that you possess the prescribed qualifications and/or requirements for this post or are you qualified by law to hold the post. Documentary proof will be required before appointment where you claim credit for particular qualification, experience, etc.

COMPETENCIES FOR THE POST

Key Competencies for the post are given in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings.

Purpose and Change

·       Understands the teams purpose and priorities and shows commitment to these.

·       The ability to ensure their work contributes to meeting the Departments purpose and priorities.

·       Develops and maintains positive, productive and beneficial working relationships

·       Understands and implements change and demonstrates flexibility and openness to change and new challenge.

Performance Management & Teamwork

·         Supervises the team or work area to achieve corporate objectives.

·         Leads and develops the team to achieve corporate objectives.

·         Works as part of a team to ensure delivery of plans and schedules.

·       Has a strong team ethic of co-operation and mutual support.

Personal Effectiveness

·       Takes initiative and is proactive when they see opportunity to make a contribution.

·       Maintains a positive, constructive and enthusiastic attitude to their role.

·       Excellent verbal and written communication skills.

·       Understanding the structures and environment within which the local authority sector operates and the role of an Assistant Staff Officer in this context.

Delivering Results

·       Plan work and allocation of staff and other resources effectively.

·       Takes ownership of tasks and is determined to see them through to a satisfactory conclusion.

·       Implement high quality service and customer care standards.

·       Makes timely, informed and effective decisions and shows good judgement and balance in making decisions and recommendations.

PRINCIPAL CONDITIONS OF SERVICE

Type of Post

Future relevant permanent and temporary posts will be filled from the panel(s) formed. The post(s) will be whole-time, permanent/temporary and pensionable.

Panel Formation

Recruitment of Clerical Administrative Grades IV to Grade VII will now be on the following basis: A. 50% confined to employees of the sector

B. 30% open

C. 20% confined to employees of Galway City Council

Panel A: (Confined to the Local Authority Sector) will comprise of successful applicants, in order of merit, from within the Local Authority Sector only, i.e. candidates serving in a Local Authority or Regional Assembly (where applicable).

Panel B: (Open Competition) will comprise of successful applicants in order of merit and may include candidates serving in a Local Authority, Regional Assembly and external candidates.

Panel C: (Confined to Galway City Council) will comprise of successful applicants, in order of merit, from within Galway City Council only.

The advertising process for filling of posts according to these procedures is on the basis of:

·       Advertising one competition and

·       Forming three separate panels to meet the requirements of the ratio of posts to be confined to the local government sector, open and confined to the local authority as indicated above.

Remuneration

The annual salary (Circular Letter EL 03/2025) is as follows:

Point

01/03/2025

€35,260 - €54,367

IMPORTANT NOTE: Candidates should note that the starting salary is not subject to negotiation. Entry into the pay scale above the minimum point will only apply to existing public servants in the context of the relevant Government Pay Circulars. Candidates who are not covered by such Circulars will enter the pay scale at the minimum point i.e. €35,260

The rate of remuneration may be adjusted from time to time in line with Government pay policy.

The holder of the office shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to and received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform.

Probation:

(a)       there shall be a period after such appointments take effect during which such persons shall hold the position on probation,

(b)       such period shall be 12 months but, the Chief Executive may at their discretion extend such period,

(c)       such persons shall cease to hold the position at end of the period of probation unless during such period, the Chief Executive has certified that the service of such persons is satisfactory.

Hours of Duty

The person appointed will be required to work a 35 hour week. The successful candidate will be required to log their hours of work in accordance with the requirements of the Organisation of Working Time Act, 1997 and will be required to co-operate with the use of technologies to record such hours.

Annual Leave:

The annual leave entitlement will be 30 days per annum.

Residence:

Holder of the post shall reside in the district in which their duties are to be performed or within a reasonable distance thereof.

Outside Employment:

The position is whole-time and the employee may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties.

Driving Licence:

While not an essential requirement for the position, it would be desirable that Candidates hold a full valid driving licence. Expenses incurred in work related travel will be recompensed in line with departmental circulars.

Garda Vetting:

The successful applicant may be required to undergo Garda Vetting prior to appointment.

Superannuation Contribution:

Persons who become pensionable officers of a local authority, who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of the State Pension Contributory).

Persons who become pensionable officers of a local authority who are liable to pay the Class D rate of PRSI contribution will be required, in respect of their superannuation, to contribute to the local authority at the rate of 5% of their pensionable remuneration.