Assistant Staff Officer

Salary: €35,613 - €54,911

Applicants should note that in the event of a large volume of applications, a short-listing exercise may take place based on the type, duration, and relevance of previous experience.

CHARACTER

Candidates shall be of good character and references shall be sought.

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. Successful candidates must undergo a medical examination by a qualified practitioner nominated by the Local Authority at their own expense prior to appointment. On taking up appointment, the expense of the medical examination will be refunded.

CITIZENSHIP

Candidates must, by the date of any job offer, be: a) A citizen of the European Economic Area (EEA) – EU Member States, Iceland, Liechtenstein, and Norway; or b) A citizen of the United Kingdom (UK); or c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on free movement of persons; or d) A non-EEA citizen who is a spouse or child of an EEA, UK, or Swiss citizen and has a Stamp 4 visa; or e) 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 with a Stamp 4 visa; or f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state, the UK, or Switzerland with a Stamp 4 visa.

EDUCATION AND EXPERIENCE

Panel A - Confined to Local Authority Sector Candidates must, on the latest date for receipt of completed application forms: (a) Be a serving employee in a Local Authority or Regional Assembly with at least 2 years’ satisfactory experience in a post of Clerical Officer or analogous grade. (b) Possess satisfactory knowledge of the functions and duties of local authorities. (c) Have satisfactory knowledge or experience of office organisation.

Panel B – Open Candidates must, on the latest date for receipt of completed application forms:

(a) Have obtained at least Grade D (or a pass) in Higher or Ordinary level, in five subjects (or four if Irish is included) from 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 if Irish and/or one of the listed subjects is included); or

Have obtained a comparable standard in an equivalent examination; or

Hold a third-level qualification of at least degree standard.

Panel C - Confined to Employees of Galway County Council Candidates must, on the latest date for receipt of completed application forms: (a) Be a serving employee of Galway County Council with at least two years’ satisfactory experience in a post of Clerical Officer or analogous post. (b) Possess satisfactory knowledge of the functions and duties of local authorities. (c) Have satisfactory knowledge or experience of office organisation.

THE POST

Galway County Council is establishing panels for the position of Assistant Staff Officer, from which permanent and/or temporary vacancies may be filled.

The Assistant Staff Officer is a key support position within the Council, assigned to a service delivery area or functional area as required. The role involves supporting managers and colleagues, working as part of a team to meet work goals, and delivering quality services to internal and external customers.

The Assistant Staff Officer will work as part of a multidisciplinary team, assisting with the implementation of work programmes to achieve goals, targets, and standards set out in Departmental and Team development plans. The role requires initiative, a high standard of work, and the ability to operate Council IT systems.

The role requires excellent administrative, interpersonal, communication, and other particular skills depending on assignment.

MAIN DUTIES AND RESPONSIBILITIES

Support clerical officers to provide comprehensive administrative and clerical support to the section, department, or division, including:

• Copy (and audio) typing, proofreading, formatting, and processing documents (letters, reports, minutes, etc.).

• Preparing and completing standard letters, forms, reports, emails, and statistics.

• Dealing with standard enquiries and correspondence by telephone, email, or post, including forwarding, coordinating draft replies, tracking, and following up.

• Providing data entry services, maintaining spreadsheets and databases.

• Raising purchase orders on the Agresso system, dealing with supplier enquiries, and providing a basic accounts function.

Support the Staff Officer to ensure work programmes are implemented to deliver on the Council’s Corporate Plan and operational plans.

Support the Staff Officer to communicate, implement, and manage change management initiatives.

Ensure high levels of customer service, responding to queries professionally and promptly.

Communicate and liaise effectively with employees, supervisors, managers, senior managers, and customers.

Compile, prepare, and present reports as necessary, including sensitive or confidential materials.

Support implementation of good practices with transparent reporting and communications.

Ensure confidentiality of documents and materials.

Organise and facilitate internal and external meetings, participating as appropriate.

Support Council and Municipal District operations.

Provide specialist administrative assistance and support in project delivery.

Support Staff Officer in management and implementation of Health and Safety.

Maintain an effective document management or filing system.

Deputise for the Staff Officer or analogous grade as required.

Take responsibility for personal development and participate in training.

Contribute to Council corporate initiatives as required.

Undertake any other duties of a similar level and responsibility as assigned.

THE PERSON

Preferably, the successful candidate will demonstrate:

• Clear understanding of local government services for effective service delivery.

• Excellent communication, interpersonal, and people management skills.

• Excellent organisational, time management, and leadership skills.

• Ability to work effectively under pressure and achieve objectives.

• Knowledge of local authority policies, procedures, and practices.

• Ability to work effectively as part of a team.

• Proven problem-solving and troubleshooting skills.

• Supervisory management skills.

WORKING HOURS

35.10 hours per week

ANNUAL LEAVE

30 days per annum

PENSION

Local Government Superannuation Scheme (details provided prior to appointment)

RESIDENCE

The person holding the office must reside in or at an address convenient to the Local Authority, as approved by the Chief Executive.

PROBATION

Where a person not already a permanent officer of a Local Authority is appointed:

• There shall be a probation period.

• The period shall be twelve months but may be extended at the Chief Executive’s discretion.

• Unsatisfactory performance during probation may result in termination.

• On successful completion, the appointment will be confirmed.

GARDA VETTING

Garda vetting may be sought for individuals under consideration for appointment.

OUTSIDE EMPLOYMENT

The position is whole-time. Officers may not engage in private practice or any outside business that would interfere with official duties.