Assistant Staff Officer

The Assistant Staff Officer is a key frontline support position within the Council 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 other employee designated by the Administrative Officer, Senior Executive Officer or Director of Services 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 Council’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 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 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

Post of Assistant Staff Officer

Louth County Council is currently inviting applications from suitably qualified persons for the above competition. Louth County Council 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, Planning and Local Government. This panel will exist for 12 months and may only be extended at the discretion of the Chief Executive.

Essential Criteria

Open Panel – Panel B

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.

Education, 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 equivalent examination, or

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

Local Authority Sector/Confined - Panel A & C

(iv) be a serving employee in a local authority and have not less than two years’ satisfactory experience in a post of Clerical Officer or analogous post.

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.

Delivering Results

Performance through People

Personal Effectiveness

Candidates short-listed for interview will then be assessed at the interview stage under the three competencies listed above in addition to Local Government Knowledge and Understanding.

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.

• Demonstrate ability to lead by example and show initiative.

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

Personal Effectiveness

• Demonstrate knowledge of the role of Assistant Staff Officer;

• Personal motivation;

• Take initiative and is open to taking on new challenges or responsibilities;

• Manage time and workload effectively;

• Maintain a positive and constructive and enthusiastic attitude to their role.

Duties

Assistant Staff Officers are key frontline personnel who deliver a range of services to the public and internally within the Council and shall include the duty of deputising for other officers of the local authority when required and such duties as may be required in relation to the area of any other local authority. 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 Council’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 customers 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 Council 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 carried out under general guidance.

Salary

The salary shall be fully inclusive and shall be as determined from time to time. The holder of the office shall pay to the local authority any fees or other monies (other than his/her 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. The salary scale for the position of Assistant Staff Officer is: €36,113 – €55,460 (LSI 2) gross per annum.

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Planning and Local Government. In accordance with Departmental Circular Letter EL.02/2011, a person who is not a serving local authority 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

Louth County Council reserves the right to assign the post holder to any council premises, now or in the future subject to reasonable notice. Changes in location of employment will not result in payment of disturbance money or other compensation. 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.

OR

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.

OR

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 local authority. 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 Louth County Council, is appointed, the following provisions shall apply:

• There will be a probationary period of 9 months from date of employment,

• The Chief Executive 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 Chief Executive 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, Louth County Council 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 Council 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, thirty five hour working week. A flexible working hours’ system is in operation and may be availed of subject to the terms and conditions of the Flexitime Policy.

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. Louth County Council’s 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).

Start date

The successful candidate will commence on direction from Directors of Service and/or Chief Executive. Should they fail to take up the appointment on direction, the council at its discretion may not appoint them.