Assistant Staff Officer

1.0 JOB INFORMATION/REQUIREMENTS

PLEASE NOTE:

• FAILURE TO UPLOAD ALL REQUIRED DOCUMENTS I.E. QUALIFICATIONS, I.D. ETC., AT SUBMISSION STAGE WILL AUTOMATICALLY RESULT IN AN INVALID APPLICATION.

• APPLICANTS SHOULD SATISFY THEMSELVES THAT THEIR EDUCATIONAL QUALIFICATIONS MEET THE MINIMUM REQUIREMENTS FOR THIS POSITION.

• APPLICANTS WITH NON-IRISH QUALIFICATIONS CAN AVAIL OF THE ON-LINE RECOGNITION OF FOREIGN QUALIFICATIONS SERVICE PROVIDED BY QUALITY AND QUALIFICATIONS IRELAND (QQI) AND MUST SUBMIT PROOF OF SAME WITH THEIR APPLICATIONS.

• FAILURE TO FULLY COMPLETE EACH QUESTION ON THE APPLICATION FORM MAY DEEM YOUR APPLICATION INVALID (ANSWERS WHICH REDIRECT TO OTHER RESPONSES ARE NOT PERMITTED).

PANEL INFORMATION & ELIGIBILITY

Panel Formation

Recruitment to Clerical Administrative Grades IV to Grade VII are allocated on the following basis:

Panel A. 50% Confined to employees of the Local Authority Sector

Panel B. 30% Open

Panel C. 20% Confined to employees of Kilkenny County 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). See eligibility requirements below.

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

Panel C: (Confined to Kilkenny County Council) will comprise of successful applicants, in order of merit, from within Kilkenny County Council only. See eligibility requirements below.

1.1 MINIMUM ELIGIBILITY REQUIREMENTS – PANEL A

1.1.1 Character

Each candidate shall be of good character.

1.1.2 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.

1.1.3 Education, Training, Experience etc.

Be a serving employee in a local authority or a regional assembly and have at least two years’ satisfactory experience in a post of Clerical Officer or analogous post.

1.2 MINIMUM ELIGIBILITY REQUIREMENTS – PANEL B

1.2.1 Character

Each candidate shall be of good character.

1.2.2 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.

1.2.3 Education, Training, Experience etc.

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

(i) (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

(ii) have obtained a comparable standard in an equivalent examination, or

(iii) hold a third level qualification of at least degree standard.

Please note in relation to point (ii) above, an example of a comparable standard in an equivalent examination refers to the national state exams of another country, for example the A levels in the UK.

1.3 MINIMUM ELIGIBILITY REQUIREMENTS – PANEL C

1.3.1 Character

Each candidate shall be of good character.

1.3.2 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.

1.3.3 Education, Training, Experience etc.

Be a serving employee of Kilkenny City Council and have at least two years’ satisfactory experience in a post of Clerical Officer or analogous post.

1.4 DESIRABLE REQUIREMENTS

Kilkenny County Council can for any position they advertise, include Desirable Requirements. Desirable Requirements are those that would be beneficial to optimising job performance. Desirable Requirements can be used if necessary to reduce numbers called for interview. It is desirable that each candidate shall:

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

1.4.2 Understanding of the role of an Assistant Staff Officer with Kilkenny County Council and their role in delivery of business objectives.

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

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

1.4.5 Demonstrate an openness and responsiveness to change.

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

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

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

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

1.4.10 Be self-motivated and proactive with ability to work on own initiative.

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

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

Applicants should satisfy themselves they are eligible under the required qualifications. Kilkenny County Council may not be in a position to investigate the eligibility of all candidates in advance of the interview/examination, and hence persons who are ineligible but nevertheless enter, may put themselves to unnecessary expense.

2.0 JOB DESCRIPTION

2.1 ROLE

Kilkenny County Council invites applications from suitably qualified persons, who wish to be considered for inclusion on a panel, from which relevant vacancies for the post of Assistant Staff Officer may be filled.

3.0 JOB DUTIES AND RESPONSIBILITIES

3.1 DUTIES OF THE ROLE SHALL INCLUDE:

The duties may include but are not limited to the following and the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

3.1.1 To support the line manager to ensure the section or department work programmes are implemented to deliver on the Council’s Corporate Plan and operational plans.

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

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

3.1.4 To organise and facilitate internal and external meetings and participate and engage in discussions as appropriate.

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

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

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

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

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

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

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

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

The above specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

4.0 PARTICULARS OF OFFICE

4.1 SALARY

The salary shall be fully inclusive and shall be as determined from time to time. The holder of the office shall pay to Kilkenny County Council any fees or other monies (other than inclusive salary) payable to and received by him/her by virtue of his/her office or in respect of services which he/she is required by or under any enactment to perform. In accordance with EL02/2011 persons who are not serving Local Authority employees must be placed on the minimum of the scale. Where a person being appointed is a serving Local Authority employee normal starting pay rules will apply. The rate of remuneration may be adjusted from time to time in line with government policy. The current salary scale for the position is €35,613 minimum of the scale to €54,911 maximum of the scale inclusive of LSI’s.

4.2 CITIZENSHIP

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

(a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, 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 the free movement of persons; or

(d) 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

(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 and has 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.

4.3 SUPERANNUATION CONTRIBUTION

4.3.1 Public Service Pensions (Single Scheme and Other Provisions) Act 2012

New members joining the public sector on or after 1st January 2013 will be required to join the Single Public Service Pension Scheme. It applies to all first-time entrants to the Public Service as well as former public servants returning to the public sector after a break of more than 26 weeks. Your contributions will be made up of 3% of your gross pensionable remuneration and 3.5% of your net pensionable remuneration (your gross pensionable remuneration less twice the value of the Contributory State Pension). Your normal retirement age under this scheme is the same age at which you can claim the Contributory State Pension. The minimum age for receipt of this pension is age 66. There is a compulsory retirement age of 70 years.

4.3.2 Persons who commenced in Public Service Employment after 6th April 1995 and prior to 1st January 2013:

Persons who became pensionable employees after 6th April 1995 and prior to 1st of January 2013, without a break in employment, will join the Local Government (Superannuation) (Consolidation) Scheme 1998. Contributions are payable at the rate of 1.5% of your basic salary, 3.5% of basic salary less twice the value of the Contributory State Pension and a further 1.5% is payable for spouse and children’s contributions. ‘Non-New Entrants’ (those who became pensionable after 6th of April 1995 and prior to 1st April 2004) have a minimum retirement age of 60 and a compulsory retirement age of 70. ‘New Entrants’ (those who became pensionable after 1st April 2004 and prior to 1st January 2013) have minimum retirement age of 65 with no compulsory retirement age.

4.3.3 Persons who commenced in Public Service Employment before 6th April 1995:

Their minimum retirement age is 60 and they have a compulsory retirement age of 70 as per Department of Housing, Planning and Local Government Circular Letter CL/2/2019. Contributions are 5% of basic salary and 1.5% of basic salary toward Widow’s & Orphan’s or Spouse & Children’s Scheme.

4.4 PENSION ABATEMENT

If the appointee was previously employed in the Civil Service or in the Public Service please note that the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 (Section 52) includes a provision which extends abatement of pension for all Civil and Public Servants who are re-employed where a Public Service Pension is in payment. This provision to apply abatement across the wider public service came into effect on 1 November 2012. This may have pension implications for any person appointed to this position that is currently in receipt of a Civil or Public Service pension or has a preserved Civil or Public Service pension which will come into payment during his/her employment in this position. Prior to appointment, successful applicants will be obliged to complete a declaration in relation to previous Public Service pensionable employment. Please note: In applying for this position you are acknowledging that you understand the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/Office will support an application for an abatement waiver in respect of appointments to this position.

4.5 PENSION ACCRUAL

A 40-year limit on total service that can be counted towards pension where a person has been a member of more than one pre-existing public service pension scheme (i.e. non-Single Scheme) as per the 2012 Act shall apply. This 40-year limit is provided for in the Public Service Pensions (Single Scheme and Other Provisions) Act 2012. This may have implications for any appointee who has acquired pension rights in a previous public service employment.

4.6 PROBATION

The following provisions shall apply:

4.6.1 There shall be a period after such appointments take effect during which such persons shall hold such office on probation.

4.6.2 Such period shall be 12 months but the Chief Executive may at his/her discretion extend such period.

4.6.3 Such persons shall cease to hold such employment at end of the period of probation unless during such period the Chief Executive has certified that the service of such persons is satisfactory.

4.7 PRE-EMPLOYMENT MEDICAL QUESTIONNAIRE/EXAMINATION

For the purposes of satisfying the requirement as to health, it will be necessary for each successful applicant, before he/she is appointed, to complete a pre-employment questionnaire which will be examined by a qualified medical practitioner to be nominated by Kilkenny County Council. In some circumstances an in-person medical examination may have to be arranged. In the event the applicant does not take up the post following the pre-employment medical, he/she will reimburse Kilkenny County Council the cost of the medical questionnaire/examination, as per a previously signed understanding.

4.8 HOURS OF WORK

The person appointed will be required to work a 35-hour week Monday to Friday which equates to a 7-hour day.

4.9 ANNUAL LEAVE

Annual leave entitlement for this position is 30 days per annum in accordance with Department of Environment, Community & Local Government Circular LG(P) 07/2011.

4.10 TRAVEL

When required to do so holders of the office shall hold a full Irish driving licence for class B vehicles free from endorsement and disqualification and shall drive a motor car in the course of their duties and for this purpose provide and maintain a car to the satisfaction of the Local Authority. It is Kilkenny County Council policy that all staff using their private cars for work purposes, regardless of the frequency should:

Indemnify Kilkenny County Council on their personal insurance policy.

Note business class on their personal policy.

Ensure that the vehicle is fit to be on the public road.

When applicable for specific roles, travelling and subsistence expenses necessarily incurred in the course of official duties will be refunded in accordance with appropriate rates in line with the relevant Department Circulars and any other relevant documents. If during your employment, your licence is revoked, even temporarily, or if you receive endorsements on your licence, which may affect your duties, you are obliged to notify the Council immediately.

4.11 LOCATION

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.

4.12 SAFETY, HEALTH & WELFARE

The holder of the post shall comply with Kilkenny County Council’s Safety Management System. He/she shall familiarise him/herself with the Safety Statement for his/her section and all the associated safety & health risk assessments, safe systems of work, and procedures and make proper use of all safety clothing and equipment. Failure to comply with the Safety Statement and its requirements may result in disciplinary action.

4.13 TRAINING

It is a condition of employment that successful applicants will be required to participate in training programmes relevant to the skills necessary for the performance of the duties attaching to the post.

4.14 POLICIES & PROCEDURES

The post-holder will be expected to abide and adhere to the policies & procedures applicable to Kilkenny County Council.