Assistant Staff Officer Grade IV

The Role of the Assistant Staff Officer

The Assistant Staff Officer is a key frontline support position within the Assembly 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 another employee designated by the Director of the NWRA 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 Assembly’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:

• Knowledge and understanding of the structure and functions of regional and local government.

• Ability to demonstrate capacity in the competency areas of Understanding Purpose and Change, Delivering Results and Performance through People.

• Knowledge of current local and regional government issues.

• Relevant administrative experience.

• Experience of working as part of a team.

• Experience of preparing reports and correspondence.

• Knowledge and experience of operating ICT systems.

It would be desirable for applicants to have experience in working on finance/hr teams.

Post of Assistant Staff Officer

The Northern and Western Regional Assembly is currently inviting applications from suitably qualified persons for the above competition. Northern and Western Regional Assembly will, following the interview process, form a panel for the post, from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Local Government and Heritage. This panel will exist for 12 months and may only be extended at the discretion of the Director of the Northern and Western Regional Assembly.

Essential Criteria

Character – Each candidate must be of good character.

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.

Panel Information

Panel A: Confined to employees of a Local Authority or a Regional Assembly.

Each candidate must, on the latest date for receipt of completed application forms, be a serving employee in a local authority or Regional Assembly and have not less than two years’ satisfactory experience in a post of Clerical Officer (or analogous post).

Panel B: Open

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

• 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

• 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

• Have obtained a comparable standard in equivalent examination, or

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

Panel C: Confined to employees of Roscommon County Council or the Northern and Western Regional Assembly.

Each candidate must, on the latest date for receipt of completed application forms, be a serving employee in Roscommon County Council or the Northern and Western Regional Assembly and have not less than two years’ satisfactory experience in a post of Clerical Officer (or analogous post).

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

(i) Advertising one competition and

(ii) Forming three separate panels.

There is currently one vacancy that will be filled by qualified candidates in Panel B: Open.

Assessment Procedure

Candidates will have to demonstrate from their application form to the satisfaction of a short-listing board that they possess sufficient skills and experience in the competencies listed below in order to be called for interview:

Understanding Purpose and Change

Delivering Results

Performance through People

Candidates short-listed for interview will then be assessed at the interview stage under the three competencies listed above in addition to local and regional government knowledge and understanding.

Understanding Purpose and Change

• Demonstrates the understanding for the need for change and get this across persuasively to others.

• Demonstrates taking initiative and being open to taking on and adapting to new challenges or responsibilities.

• Demonstrates being able to be flexible and open to change.

• Demonstrates maintaining a positive and constructive and enthusiastic attitude to their role.

Delivering Results

• Demonstrates experience to identify problems and contribute to solutions.

• Demonstrates clerical/administrative ability with excellent verbal and written communication skills.

• Demonstrates experience to plan and organise workloads in order to meet deadlines.

• Delivers quality work and customer service.

Performance through People

• Demonstrates ability to engage with staff and work as part of a team.

• Builds and maintains positive working relationships.

• Demonstrates ability to resolve conflict situations.

• Demonstrates ability to lead by example and show initiative.

• Demonstrates ability to persuade and influence others with excellent interpersonal skills.

Particulars of Post

Duties

Assistant Staff Officers are key frontline personnel who deliver a range of services to the public and internally within the Assembly and shall include the duty of deputising for other officers of the Assembly when required and such duties as may be required.

Assistant Staff Officers are required to perform a range of tasks including but not limited to the following:

• To support the line manager to ensure the section or department work programmes are implemented to deliver on the Assembly’s Corporate Plan and operational matters.

• Promote a culture of dignity, respect and fairness and seek to eliminate all forms of discrimination.

• Promote equality of opportunity and protect the human rights of staff and service users.

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

• To prepare reports, correspondence, and other documents, as necessary.

• Use all technology and equipment as required.

• To organize and facilitate internal and external meetings and participate and engage in discussions as appropriate.

• 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 line managers 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 areas of responsibility, providing support to team members or colleagues as required and through participation in the Performance Management Development System.

• To complete essential training successfully.

• To participate in corporate activities and responsibilities appropriate to the grade.

• To be in compliance with Health & Safety legislative requirements, policies and procedures and safe systems of work.

• To deputise for the line manager or equivalent.

• Processing applications for services in accordance with the Assembly’s policies, procedures and plans.

• Ensure deadlines are met and that service levels are maintained.

• To undertake any other duties of a similar level and responsibility, as may be required or assigned from time to time. These duties are indicative rather than exhaustive and will be carried out under general guidance.

Salary

The salary shall be fully inclusive and shall be as determined from time to time. The salary scale for the position of Assistant Staff Officer is incremental and currently ranges from €35,613 - €37,740 - €40,759 - €42,741 - €44,475 - €46,153 - €48,417 - €50,056 - €51,722 - €53,296 (LSI1) - €54,911 (LSI2). Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government and Heritage. In accordance with Departmental Circular Letter EL.02/2011, a person who is not a serving local authority or Regional Assembly employee on or after 1st January 2011, will enter the scale for the position at the minimum point. Rate of remuneration may be adjusted from time to time in line with Government Policy.

Location of post

The location of this post is Northern and Western Regional Assembly, The Square, Ballaghaderreen, Co Roscommon. The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

Superannuation

A. Officers joining the Public Service after the 1st January 2013 will be required to join the Single Public Service Pension Scheme. A Class rate of PRSI contribution will apply. A rate of 3% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the rate of State Pension Contributory (SPC)). This includes a contribution to a Spouse’s and Children’s Scheme.

B. Officers who became pensionable officers of the Public Service prior to 1st January 2013 and who are liable to pay the Class A rate of PRSI contribution will be required to contribute at a rate of 1.5% of their pensionable remuneration plus 3.5% of the net pensionable remuneration (i.e. pensionable remuneration less twice the rate of State Pension Contributory (SPC)). You will be required to contribute at a rate of 1.5% of your pensionable remuneration to the Spouses & Children’s Pension Scheme.

C. Officers who become pensionable officers of a Public Service prior to 5th April 1995 and who are liable to pay the Class D rate of PRSI contribution will be required to contribute at a rate of 5% of their pensionable remuneration. If an option to join a dependent scheme was made you will be required to contribute at a rate of 1.5% to a Dependents Pension Scheme.

Retirement

Retirement is dependent on the superannuation scheme you become a member of, and details will be made available to you upon appointment.

Health

For the purpose of satisfying the requirements as to health, it may be necessary for the successful candidate, before he/she is appointed, to undergo at his/her expense a medical examination by a qualified medical practitioner to be nominated by the Regional Assembly. On taking up appointment, the expense of the medical examination will be refunded to the candidate.

Probation

Where a person, who is not already a permanent officer of the Northern and Western Regional Assembly, is appointed, the following provisions shall apply:

• There will be a probationary period of one year from the start date of employment.

• The Director of the NWRA may at his or her discretion extend this period.

• You shall cease to hold office at end of the period of probation unless during this period the Director of the NWRA has certified that your service is satisfactory.

Residence

The holder of the office shall reside in the district in which his/her duties are to be performed or within a reasonable distance thereof.

References

Applicants are required to advise the names of two responsible persons to whom they are well known but not related (at least one of the referees should be an existing or former employer). In advance of any offer of employment, the Northern and Western Regional Assembly 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. The Northern and Western Regional Assembly reserves the right to determine the merit, appropriateness and relevance of such references and referees.

Hours of work

The working hours at present provide for a five-day, 35 hour working week.

Sick Leave

The terms of the Public Service Sick Pay Scheme will prevail.

Annual Leave

Annual leave entitlement for the position will be 30 days per annum. The leave year runs from 1st January to 31st December. Granting of annual leave, payment for annual leave and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1977 (as amended).