Assistant Staff Officer

Salary Scale: €39,490 - €56,015 per year

Duties:

The successful applicant will be required to:

• Conduct Internal Verification of QQI learner evidence for FET programmes in centres and services, report on anomalies and outline required corrective action in Internal Verification reports

• Set up and process fees and travel and subsistence invoices for External Authenticators for all FET provision

• Provide Moodle setup and support for centres and services

• Provide secretarial support for Results Approval Panel meetings, producing minutes and following up on agreed actions

• Invigilate exams and report on assessment malpractice as required

• Facilitate Reasonable Accommodation for learners completing assessments

• Manage content on website and administer user setup for Staff section

• Be responsible for the preparation and timely submission of required reports

• Maintain an efficient and effective filing system to ensure that any and all data, records or information is readily available as required

• Be responsible for the control of relevant data, ensuring the submission of timely and accurate data within set deadlines

• Assist in the development of improved working practices in order to achieve improved service delivery

• Deal sensitively with correspondence, telephone enquiries or personal callers on all areas of work covered by the section

• Promote teamwork within the Department while maintaining a strong focus on self-development, seeking feedback, coaching and creating opportunities for self-development

• Undertake relevant training and development activities and respond positively to new and alternative systems

• Assist with effectively promoting the values of LOETB and establishing a positive working culture and environment for all employees that supports the attainment of LOETB’s goals

• Communicate efficiently and build productive working relationships with relevant internal and external stakeholders

• Carry out any other duties appropriate to the grade, which may be assigned from time to time

Personal specification – Qualifications, Knowledge, Experience & Skills

Essential:

• Candidates must have the requisite knowledge, skills and competencies to carry out the role

• High level of experience and knowledge of the administrative function. 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 programmes) or equivalent, or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as comparable to Leaving Certificate standard or higher, or have appropriate relevant experience which encompasses equivalent skills and expertise

• An excellent knowledge and skill in the use of ICT. The appointee will be expected to use new technologies as they arise and continue to update his/her knowledge and skills in ICT

Desirable:

• Excellent judgement, problem solving and analytical skills

• Excellent organisational skills and an ability to manage deadlines

• Ability to generate strong team morale, co-operation and participation

• Ability to process work with a high level of attention to detail

• Ability to prepare reports, returns and other submissions as may be required from time to time by LOETB, DEY, DFHERIS, SOLAS, auditors and other appropriate organisations/bodies

• Ability to assist in the development and implementation of policies and procedures in the relevant departments

• Demonstrates enthusiasm for new developments and changing work practices and strives to implement these changes effectively

• Upholds high standards of honesty, ethics and integrity

• Fluent in Irish speaking

The above list is not exhaustive and may be varied having regard to the changing needs of the Scheme. Other responsibilities may be assigned from time to time by the Chief Executive.

Competencies required:

Team Work:

• Shows respect for colleagues and co-workers

• Develops and maintains good working relationships with others, sharing information and knowledge as appropriate

• Offers own ideas and perspectives

• Understands own role in the team, making every effort to play their part

Information Management/Processing:

• Approaches and delivers all work in a thorough and organised manner

• Follows procedures and protocols, understanding their value and rationale

• Keeps high-quality records that are easy for others to understand

• Draws appropriate conclusions from information

• Suggests new ways of doing things better and more efficiently

• Is comfortable working with different types of information, including written, numerical and charts, and carries out calculations such as arithmetic and percentages

Delivery of Results:

• Takes responsibility for work and sees it through to the appropriate next level

• Completes work in a timely manner

• Adapts quickly to new ways of doing things

• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes

• Writes with correct grammar and spelling and draws reasonable conclusions from written instructions

• Identifies and appreciates the urgency and importance of different tasks

• Demonstrates initiative and flexibility in ensuring work is delivered

• Is self-reliant and uses judgement on when to ask manager or colleagues for guidance

Customer Service & Communication Skills:

• Actively listens to others and tries to understand their perspectives, requirements and needs

• Understands the steps or processes that customers must go through and can clearly explain these

• Is respectful, courteous and professional, remaining composed even in challenging circumstances

• Can be firm when necessary and communicate with confidence and authority

• Communicates clearly and fluently when speaking and in writing

Specialist Knowledge, Expertise & Self Development:

• Develops and maintains the skills and expertise required to perform in the role effectively, including relevant technologies, IT systems and policies

• Clearly understands the role, objectives and targets and how they fit into the work of the unit

• Is committed to self-development and continuously seeks to improve personal performance

Drive & Commitment to Public Service Values:

• Consistently strives to perform at a high level and deliver a quality service

• Serves the Government and people of Ireland

• Is thorough and conscientious even if work is routine

• Is enthusiastic and resilient, persevering in the face of challenges and setbacks

• Is personally honest and trustworthy

• At all times acts with integrity