Assistant Staff Officer

Applications are invited from suitably qualified persons who wish to be considered for inclusion on a panel from which permanent or temporary vacancies for the position of AssistantStaff Officer (Grade IV) in Monaghan County Council shall be filled.

The role

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 must be able to demonstrate that they have sufficient experience and a proven track record in the following:

• Knowledge and understanding of the structure and functions of local government
• Customer service
• Self-motivation with ability to work on own initiative
• Strong interpersonal and communication skills
• Working effectively as part of a team
• Planning and prioritisation of workloads
• Dealing effectively with conflicting demands
• Working under pressure to tight deadlines
• Adapting to change
• Problem solving
• Administration and report writing
• Operation of ICT systems and standard office software packages
• Project management and Budget management
• Acting on own initiative
• Ability to communicate effectively across different levels within an organisation
• Maintaining confidentiality
• Awareness of Health and Safety Legislation and Regulations,

 

DUTIES AND RESPONSIBILITIES

The Assistant Staff Officer shall perform such duties as may from time to time be assigned in relation to employment and as may be appropriate to any function of the council and shall carry out such instructions as may be given in relation to the performance of their duties.

The duties to be assigned include the following, although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

• To support the line manager to communicate, implement and manage all change management initiatives within the relevant area of responsibility;
• 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;
• To ensure high levels of customer service, responding to queries and requests for information in a professional and courteous and timely manner;
• To communicate and liaise effectively with employee, supervisors and line managers in other sections and customers in relation to operational matters for their section or work area;
• To prepare reports, correspondence and other documents as necessary;
• To provide assistance and support in the delivery of projects as required;
• To supervise employees within their team or programmes of work within their area of responsibility, providing support to team members or colleagues as required;
• To identify opportunities for improvements in the service delivery within the relevant area of responsibility and to use key performance indicators or other performance indicators effectively as appropriate;
• To compile, prepare and present reports as necessary, including the preparation of reports or letters which may be sensitive and/or confidential in nature;
• To support the implementation of good practices with transparent reporting and communications to deliver accountable services in the department or section;
• To provide assistance in the understanding and interpretation of the Council’s policies and procedures to employees in their area of responsibility and to customers as appropriate;
• To carry out duties in a manner that enhances public trust and confidence and ensures impartial decision making;
• To organise and facilitate internal and external meetings and participate and engage in discussions as appropriate;
• To train and brief new staff when necessary;
• To assist with the implementation of change and delivering quality services;
• To support the Council and Municipal District operations;
• To carry out duties in a politically neutral manner, with a clear understanding of the political reality and context of the local authority;
• To provide specialist administrative assistance and support in the delivery of projects as required;
• To deputise for line manager when required;
• To comply with Health & Safety legislative requirements, policies and procedures and safe systems of work;
• To use all technology and equipment as required;
• To complete essential training successfully;
• To participate in corporate activities and responsibilities appropriate to the grade;
• To process applications for services in accordance with council policies, procedures and protocols;
• Undertake any other duties of a similar level and responsibilities as may be required from time to time.

 

These duties are indicative rather than exhaustive and outline the main functions and responsibilities of the post of the Assistant Staff Officer and may be subject to change in the future.The post holder may therefore be required to perform duties appropriate to the post, other than those detailed above and to take instruction from and report to an appropriate officer or such designated officer as may be assigned from time to time by Monaghan County Council.

 

ESSENTIAL QUALIFICATIONS FOR THE POST

1.     Character

Candidates shall be of good character.

 

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.

 

3.      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 in, an EEA member state or the UK or Switzerland and has a stamp 4 visa.

 

4.      Education, Training and Experience

 

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

(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.

And

(iv) have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organization and control of staff.

Confined competition

This is an open competition.

However, to be considered for inclusion in the confined elements of the competition, candidates must: -

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

(b) have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organization and control of staff.

Desirable Requirements

• Knowledge of the structure and functions of local government, of current local government issues, and of the key influences of local government
• An understanding of the role of Assistant Staff Officer
• An understanding of the representational role of the elected members and the need to work with them to deliver quality services and implement policy decision
• An ability to supervise a team effectively to achieve a common goal, ensuring strong governance and ethics standards are adhered to and maintaine
• An ability to motivate and encourage staff under their control to achieve maximum performance by supporting the current Performance Management and Development System (PMDS)
• A career record that demonstrates an ability to supervise staff
• Relevant administrative experience and input to delivery of organisational objectives
• Proven management report writing and analysis skills
• An ability to work under pressure to tight deadlines in the delivery of key operational objectives

 

Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications. Oversees qualifications must also be accompanied by a translation document.

 

Each candidate must include on the application form details of all qualifications obtained by them. The invitation to attend for Interview is not to be regarded as an admission that you possess the prescribed qualifications and/or requirements for this post or are you qualified by law to hold the post. Documentary proof will be required before appointment where you claim credit for particular qualification, experience, etc.

 

COMPETENCIES FOR THE POST

Key Competencies for the post are outlined in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings.

Competency

Management and Change

• Create opportunities for new ways of working and overcome resistance to change.
• Understand and implement change and demonstrate flexibility and openness to change.
• Maintain a positive image of the council and understand the role of the Elected Member.
• Demonstrate ability to lead by example and show initiative.

Delivering Results

• Identify problems and contribute to solutions.
• Implement and deliver high quality service and customer care standards.
• Have excellent verbal, and written communication skills.
• Plan and organise workloads in order to meet deadlines.
• Take responsibility and deliver quality work and customer service.
• Have excellent administrate ability.

Performance Management & Communicating effectively

• Have ability to engage with staff and work as part of a team to ensure delivery of work programmes and plans
• Build and maintains positive working relationships.
• Demonstrate ability to resolve conflict situations.
• Accept direction and contribute positively to achieve corporate objectives.
• Delivers ability to persuade and influence others with excellent interpersonal and communication skills.

Personal Effectiveness

• Maintains a positive and enthusiastic attitude to the role and be motivated in the face of difficulties and obstacles.
• Takes initiative and be open to taking on new challenges or responsibilities.
• Personal motivation, resilience, integrity.
• Remain calm under pressure.
• Manage time and workload effectively.

Knowledge, Experience and Skills

•  Knowledge and understanding of the structure and functions of local government including service requirements.
• Knowledge of current local government issues.
• Demonstrate the understanding of the role of Assistant Staff Officer.
• Understand key challenges facing the local government sector and Monaghan County Council.
• Knowledge and experience of operating ICT systems.
• Have experience of working as part of a team.
• Have experience of preparing reports and correspondence.
• Have relevant administrative experience.

PRINCIPAL TERMS AND CONDITIONS

The Competition

Monaghan County Council invites applications from suitably qualified persons, who wish to be considered for inclusion on a panel from which permanent and temporary vacancies for the post of AssistantStaff Officer (Grade IV) shall be filled. The post(s) shall be wholetime, permanent and pensionable. Monaghan County Council reserves the right to, at any time, to reassign an employee to and Department.

 

Recruitment arrangements to the post of Assistant Staff Officer will be on the following basis: -

 

Panel A - 50% confined to employees of the sector*

Panel B - 30% open

Panel C - 20% confined to employees of Monaghan County Council

 

*The sector includes all Local Authorities and the three regional assemblies. Candidates who are not existing employees of these local authorities or regional assemblies are not eligible to apply for competitions confined to the sector or to the local authorities i.e. Monaghan County Council.

 

Following the selection process, three panels will be formed for the post of AssistantStaff Officer of suitably qualified candidates to meet the requirements of the ratio of the posts to be confined to the local authority sector, open and those confined to Monaghan County Council. The order of candidates placed on each of the three panels is determined by where they are placed on the overall Order of Merit List.

 

Panel A (Confined to 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).

Panel B (Open) will comprise of all successful applicants in order of merit and may include candidates serving in a local authority, regional assembly, and external applicants.

Panel C (Confined to Monaghan County Council) will comprise of all successful applicants in order of merit from within the recruiting Local Authority i.e. candidates serving in Monaghan County Council.

The post holder shall not engage in any gainful occupation, other than as an employee of a local authority, to such an extent as to impair the performance of his or her duties as an employee of a local authority or in any occupation which might conflict with the interests of the local authority, or which might be inconsistent with the discharge of his/her duties as a local authority employee.

 

Salary:

The salary shall be fully inclusive and shall be as determined from time to time. Starting pay for new entrants will be at the minimum of the scale. Holders of the post shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to or received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform. An allowance may also be payable in respect of travel expenses and subsistence.

 

The salary scale for the post is: -

€36,113, - €38,240, - €41,259, - €43,241, - €44,975, -€46,653, -€48,917, -€50,557, -€52,239, - 1st LSI €53,829, -2nd LSI €55,460,

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government, and Heritage. Appointees who are not existing public servants will enter at the minimum point of the scale.

 

Probation:

Where a person who is not already a permanent employee of a local authority is appointed, the following provisions shall apply: -

 

(a)              there shall be a period after such appointment takes effect, during which such person shall hold such position on probation;

(b)             such period shall be twelve months, but the Chief Executive may, at his discretion, extend such period;

(c)              such person shall cease to hold such office at the end of the period of probation, unless during such period, the Chief Executive has certified that the service of such person is satisfactory.

 

Hours of Duty:

The successful candidate’s normal hours of work will be 35 hours per week. Flexible working arrangements apply. The Council reserves the right to alter the hours of work from time to time. The role requires flexibility in terms of working hours as the duties may involve working outside of normal office hours.

Annual Leave

The annual leave entitlement will be 30 days per annum.

 

Health

For the purpose of satisfying the requirement as to health it will be necessary for each successful candidate, before he/she is appointed, to undergo a medical examination by a qualified medical practitioner to be nominated by the local authority.

 

Superannuation:

Membership of the Local Government Superannuation Scheme or the Single Public Service Pension Scheme is compulsory for all employees. Details will be provided to the appointee prior to appointment.

 

Superannuation contributions

Persons who become pensionable officers of a Local Authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children).

 

Persons who become pensionable officers of a Local Authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 5% of their pensionable remuneration.

 

Widows & Orphans/Spouses & Childre’s scheme

All persons who become pensionable officers of a Local Authority will be required in respect of the Spouses and Children’s Contributory Pension Scheme to contribute to the Local Authority at the rate of 1.5% of their pensionable remuneration in accordance with the terms of the scheme.

 

New entrants from 1st January 2013 – Single Public Services Pension Scheme

For new entrants under the Single Public Service Pension Scheme, effective from 1st January 2013, superannuation contributions are as follows: 3.5% of net pensionable remuneration and 3% of pensionable remuneration. Pension and retirement lump sum will be based on career-average pensionable remuneration; pensions will be co-ordinated with the State Pension Contributory.