Assistant Staff Officer

Longford and Westmeath Education and Training Board (LWETB) is holding a competition for the position of Staff Officer (Grade IV) Duties; Store Person. A panel of suitable candidates for this specific role only may be formed until 31st August 2026. Candidates must have the requisite knowledge, skills and competences to carry out the role and be capable and competent of fulfilling the role to a high standard.

Function of Job

The Store Person supports the effective operation of the organisation through the management of stores, stock, assets, procurement processes and associated records. The role ensures the timely availability and accurate control of goods and equipment, supports routine and preventative maintenance activities, and contributes to health and safety compliance on site, including fire safety procedures and documentation.

Working closely with management and operational teams, the Store Person supports value-for-money procurement, audit readiness and safe, efficient service delivery in line with LWETB procedures and public service values.

Duties and Responsibilities

The Store Person will be responsible for the effective operation of stores, stock control, procurement support, and asset management functions. Duties will include, but are not limited to, the following:

Stores, Stock and Asset Management

• Manage and oversee all store areas, ensuring appropriate stock levels, availability, security and organisation at all times.

• Control the receipt, checking, inspection, storage, security and issue of all stock items in line with agreed procedures.

• Receive, check and record goods delivered; sign delivery dockets and complete Goods Inward Notes (GINs) on the relevant computerised systems.

• Distribute goods to the originator of the purchase request and ensure GINs are signed and appropriately filed.

• Maintain accurate records for GINs, delivery notes, purchase requests, purchase orders, credit notes and invoices.

• Identify obsolete, surplus or damaged stock, materials or equipment and, in accordance with procedures, arrange for write-off and disposal.

• Coordinate and participate in the annual stocktake of capital, durable and consumable items.

• Assist with the accurate recording, tracking and control of all assets and stock.

Facilities, Maintenance and Health and Safety Support

• Coordinate and manage routine and preventative maintenance activities across the site to ensure facilities, equipment and services remain safe, compliant and operational.

• Maintain accurate records of maintenance activities, inspections, servicing schedules and corrective actions, including the reporting and documentation of works completed.

• Liaise with contractors, suppliers and internal stakeholders to schedule and oversee maintenance and minor works in line with agreed procedures and approvals.

• Actively support the implementation of health and safety arrangements on site, including monitoring works and day-to-day operations to ensure compliance with relevant legislation, policies and safe systems of work.

• Assist with the management, review and updating of fire safety procedures, fire registers, emergency plans and associated documentation.

• Support the coordination of statutory inspections, testing and certification (e.g. fire safety equipment, plant, equipment and facilities) as required.

• Report hazards, incidents and non-conformances in a timely manner and support follow-up actions in accordance with organisational procedures.

• Contribute to ongoing improvements in facilities management, preventative maintenance planning and health and safety practices across the site.

Records and Document Management

• Oversee document storage facilities and coordinate the secure transfer of records to centralised storage systems.

• Advise and support departments on file retention schedules and destruction dates in line with policy and governance requirements.

Purchasing and Financial Control

• Lead or assist with purchasing and procurement activities as required.

• Process purchase requests in accordance with LWETB purchasing and procurement procedures.

• Obtain and manage quotations in line with procurement thresholds and approval requirements.

• Prepare, collate and issue documentation for procurement exercises including quotations, quick quotes, e-tendering and other approved processes.

• Use approved financial and procurement systems (e.g. SAP, Sun, P2P or other systems as required) to raise purchase orders for approval.

• Set up new suppliers on LWETB procurement systems where required.

• Maintain accurate records of all procurement documentation and transactions.

• Monitor budgets on an ongoing basis to ensure compliance, value for money and adherence to approved spending limits.

• Contribute to the management, coding and expenditure of capital budgets, including works, repairs and equipment.

IT, Equipment and Services

• Manage print and IT-related services as assigned.

• Oversee the issuing, tracking and return of staff and learner laptops and associated equipment.

• Control the issue of protective clothing and coordinate laundering arrangements where required.

Reporting, Governance and Compliance

• Provide regular status reports to management on orders, tenders, delivery timelines and audits.

• Assist in the preparation of records and responses for internal and external audits.

• Carry out all duties in compliance with LWETB procurement rules, financial procedures, corporate governance requirements and public service values.

• Keep up to date with relevant policies, systems and regulatory requirements.

People and Development

• Undertake training and upskilling programmes appropriate to the role as required.

• Provide line management and supervision to staff assigned to this functional area, where applicable.

• Carry out any other duties as may be reasonably assigned by management from time to time.

Essential Criteria

Candidates must demonstrate:

• High levels of motivation and personal initiative, with the ability to work independently and prioritise workload.

• Strong organisational and administrative skills with significant clerical experience.

• High levels of numerical literacy and attention to detail.

• Strong IT competence, particularly in Microsoft Excel, Word and PowerPoint, and an ability to learn new systems quickly.

• Excellent written and verbal communication skills.

• Proven ability to work collaboratively across teams and departments.

• Demonstrable experience in leading or contributing to projects and process improvements.

• Have the requisite knowledge, skills and competencies to carry out the role and 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 programme) or equivalent or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise;

• Be at least 17 years of age on or before the date of advertisement of the recruitment competition.

Desirable Criteria

• Experience in store, warehouse or stock management environments.

• Experience using procurement and financial management systems.

• Strong problem-solving skills with a proactive and innovative approach to improving processes and systems.

Competencies Required

The appointee to the Staff Officer (Grade IV) position will be required to show evidence of the following competencies in no more than 300 words per competency:

People Management

• Consults and encourages the full engagement of the team, encouraging open and constructive discussions around work issues.

• Gets the best out of individuals and the team, encouraging good performance and addressing any performance issues that may arise.

• Values and supports the development of others and the team.

• Encourages and supports new and more effective ways of working.

• Deals with tensions within the team in a constructive fashion.

• Encourages, listens to and acts on feedback from the team to make improvements.

• Actively shares information, knowledge and expertise to help the team to meet its objectives.

Information Management, Analysis and Decision Making

• Effectively deals with a wide range of information sources, investigating all relevant issues.

• Understands the practical implication of information in relation to the broader context in which s/he works – procedures, divisional objectives etc.

• Identifies and understands key issues and trends.

• Correctly extracts and interprets numerical information, conducting accurate numerical calculations.

• Draws accurate conclusions and makes balanced and fair recommendations backed up with evidence.

• Sees the logical implications of taking a particular position of an issue.

Delivery of Results

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

• Is logical and pragmatic in approach, setting objectives and delivering the best possible results with the resources available through effective prioritisation.

• Constructively challenges existing approaches to improve efficient customer service delivery.

• Accurately estimates time parameters for project, making contingencies to overcome obstacles.

• Minimises errors, reviewing learning and ensuring remedies are in place.

• Maximises the input of own team in ensuring effective delivery of results.

• Ensures proper service delivery procedures, protocols and reviews are in place and implemented.

Interpersonal and Communication Skills

• Modifies communication approach to suit the needs of a situation or audience.

• Actively listens to the views of others.

• Liaises with other groups to gain co-operation.

• Negotiates, where necessary, in order to reach a satisfactory outcome.

• Maintains a focus on dealing with customers in an effective, efficient and respectful manner.

• Is assertive and professional when dealing with challenging issues.

• Expresses self in a clear and articulate manner when speaking and in writing.

Specialist Knowledge, Expertise and Self Development

• Displays high levels of skills and expertise in own area and provides guidance to colleagues.

• Has a clear understanding of the role’s objectives and how they support the service delivered by the unit and Department or Organisation and can communicate this to the team.

• Leads by example, demonstrating the importance of development by setting time aside for development initiatives for self and the team.

Drive and Commitment to Public Service Values

• Is committed to the role, consistently striving to perform at a high level.

• Demonstrates flexibility and openness to change.

• Is resilient and perseveres to obtain objectives despite obstacles or setbacks.

• Ensures that customer service is at the heart of own and team work.

• Is personally trustworthy.

• Acts with integrity and encourages this in others.

Terms and Conditions

Hours: The post is a permanent, whole-time position (35 hours per week).

Shortlisting

LWETB reserves its right to shortlist candidates, in the manner it deems most appropriate, to proceed to the interview stage of the competition. Shortlisting will be on the basis of information supplied on the Application Form and the likely number of vacancies to be filled.

It is therefore in your own interest to provide a detailed and accurate account of your qualifications and experience on the application form. The shortlisting process will provide for the assessment of each applicant’s application form against predetermined criteria that reflect the skills and depth of experience considered to be essential for a position at this level.

Interview

Selection shall be by means of a competency-based interview conducted by LWETB. A second stage interview may form part of the interview process. Candidates will be provided with the relevant details if successful at each stage.

Salary

Starting point on scale: €38,599

For persons entering this grade for the first time or for those starting in the Public Sector for the first time, starting pay will be at the minimum of the incremental scale as above. This is not negotiable.

An incremental salary scale may apply thereafter as per C/L 0052/2025. Previous public sector experience in the same grade may be eligible for incremental credit. This will be determined upon appointment.

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

Location

Initially: College of Further Education and Training, Connolly Campus, Co. Longford.

The successful candidate will be initially assigned in the above location. However, LWETB reserves the right to assign you to any other location as the service demands require.

Annual Leave

LWETB’s Annual Leave Year runs from January to December. The annual leave allowance for this position is 23 days per annum and public holidays will be allowed together with such short periods of closure as are permitted for Christmas and Easter.

Please note your annual leave entitlement will be pro-rata, based on your contract duration and start date. This allowance is subject to the usual conditions regarding the granting of annual leave.

Leave will be granted, subject to Line Management approval, which must be sought in advance.

Citizenship Requirement

Candidates should note that eligibility to compete for posts is open to citizens of the European Economic Area (EEA) or to non-EEA nationals with a valid work permit.

Please note you must advise LWETB if a work permit is required by you before commencing employment. This requirement should be notified to LWETB as soon as possible.

The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein, and Norway. Swiss citizens under EU agreements may also apply.

Health and Character

Those under consideration for a position will be required to complete a health and character declaration and a Garda Vetting Form. References will be sought.