Grade V

Duties and Responsibilities

Main Duties and Responsibilities

Administration:

• To deliver a cohort and cohesive administrative and clerical support to the Senior Management Team

• Organizing teleconferences and multi-media meetings

• Resource allocation and management

• Management of FOI, Complaints and other Admin duties

• The efficient day-to-day administration of area of responsibility

• Collection and management of required data and metrics

• Recording of meetings as required

• Provide practical help with training events, regional workshops etc.

• Carry out any other tasks as directed by the Line Manager

• Maintain own knowledge of relevant procedures, practices and legislation to perform the role effectively and to ensure standards are met.

• Use appropriate technology to ensure work completed to a high standard

• Ensure that archives and records are accurate and readily available.

• Maintain confidentiality of documentation, records etc

• Ensure consistent adherence to procedures within area of responsibility.

• Ensure that service-users are treated with dignity and respect.

• Management of Petty Cash and/or procurement card systems.

Human Resources:

• To supervise, allocate and oversee the work of assigned administrative staff

• Encourage and support staff through change processes

• Pay close and accurate detail to own personal work

• Support the preparation and issuing of office documentation (correspondence, reports etc) to the highest possible standard.

• Co-operate and work in harmony with other teams and disciplines.

• Ensure line management is kept informed of all issues.

Education and Training:

• To maintain continuous personal development and participate in team-based development, education, training and learning.

• To complete all mandatory training.

• Where appropriate, arrange for the induction and training for assigned staff, as required to maximise skill resources, (to include workplace experience placements where applicable).

• Where appropriate, provide supervision and assist in the development of knowledge, skills of relevant staff under your supervision.

• To participate in performance evaluation / review, identifying areas for improvement and appropriate plans / measures to achieve them.

• To ensure policies and procedures exist for all areas.

Health & Safety:

• Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards.

• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla – Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role.

• To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

The above Job Description 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.

Eligibility Criteria

Qualifications and/or Experience Applicants must by the closing date of application have the following:

• Candidates must be in employment within Tusla – Child and Family Agency, the HSE or within other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38/39 of the Health Act 2004 or within a body that provides services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013. AND

• Have at least 2 years’ administrative experience relevant to the requirements of the role. AND

• Possess sufficient administrative capacity to discharge the functions of the grade/post.

Health A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character Each candidate for and any person holding the office must be of good character.

Skills, competencies and/or knowledge

Tusla Leadership Competency Framework The Tusla Leadership Competency Framework describes the behaviours that are key to Tusla colleagues being effective in the execution of their role at all levels within the Agency. The competencies and associated behavioural descriptors capture the transversal knowledge, skills, abilities and other characteristics that will enable colleagues, regardless of role or rank, to be effective in their work. The Tusla Leader Framework relevant for this role is Leading Others. Please access this Leading Others link to fully familiarise yourself with the impact of this Leading Others proficiency for Tusla. The Competency of Professional Knowledge is specifically linked to the duties, responsibilities and criteria for this role.

Other requirements of the role The post holder will require access to appropriate transport as the post may involve travel.

Application Process

Campaign Specific Selection Process - Shortlisting / Interview The online application system has a time out facility, this is in order to protect the privacy of the user. This time out facility activates if the application has been ‘dormant’ for over 60 minutes. Any work not saved will be lost if the system times out due to lack of activity. As such please ensure to save your application as you work on it, any lost data cannot be recovered. It might be an idea for candidates to work on their applications outside of the system and copy and paste their answers into the online application forms once they are fully complete and submit then. Once your application is fully submitted you will receive a confirmation email to your profile. If you do not receive this email, your application HAS NOT been submitted and received and you should log back on to submit fully.

AI generated content must not be used in your application. Tusla reserves the right to assess if content in applications is likely created by AI in part or in whole. Use of AI may result in disqualification and exclusion from the recruitment process.

Short listing may be carried out on the basis of information supplied in your application. The criteria for short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.

Those successful at the shortlisting stage of this process (where applied) will be called forward to interview.

Code of Practice The Recruitment Service Child and Family Agency will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice. Codes of practice are published by the CPSA and are available on www.cpsa.ie.

Tusla Child and Family Agency is an Equal Opportunities Employer.

Tusla Child and Family Agency recognises its responsibilities under the Data Protection Acts 2003 - 2018 and the Freedom of Information Act 2014.

Tusla Child and Family Agency Transformation Programme may impact on this role and as structures change the job description and reporting relationships may be reviewed and updated.

This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Tusla values individual’s rights and freedoms in respect of privacy and fully complies with the requirements of the Data Protection Act 2018.

All roles within Tusla carry responsibility towards the protection of personal and sensitive data.

Tenure

The current vacancies available are permanent/temporary and whole time/part-time. The posts are pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration will be filled. The tenure of these posts will be indicated at “expression of interest” stage for each individual post. The purpose of this campaign is to fill immediate urgent vacancies, and it is expected that panel placements will cease if expressions are not received within the appropriate processes.

Remuneration

The Salary scale for the whole time equivalent of this post as of 01/03/2025: €51,206, €52,738, €54,300, €55,897, €57,503, €59,375, €61,253 LSIs LSIs (Long Service Increments) are represented by emboldened figures. 1st LSI is paid after 3 years on the max, the 2nd LSI after 3 years on LSI1, and the 3rd LSI after 3 years on the 2nd LSI (where applicable). The appointee shall commence on the first point of the salary scale. Incremental credit may be given on appointment for certain types of relevant experience - more information available in Appendix 5.

Candidates should note that entry will be at the minimum point of the scale and will not be subject to negotiation, and the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Different terms and conditions may apply if the appointee is a currently serving civil or public servant.

Working Week The standard working week applying to the whole time equivalent of this post is: 35 hours.

Annual Leave The annual leave associated with the whole time equivalent of this post is 30 days per annum.

Superannuation

This is a pensionable position with Tusla. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment.

Probation

A probation period of 39 weeks, or proportion of same for fixed term /specified purpose contracts, where applicable shall apply from the commencement of employment, during which the contract may be terminated by either party in accordance with this contract. The probationary period may be extended at the discretion of management by a further 9 weeks or proportion of same for fixed term/specified purpose contracts, where applicable. Confirmation of appointment as a permanent member of staff is subject to the successful completion of the probationary period, for permanent contracts.

Where you have already completed a probationary period with the Child and Family Agency, Health Service Executive, Local Authority, and there is no break in service, no period of probation applies.

CLICK THE APPLY BUTTON TO GO TO THEIR CAREERS PAGE WHERE YOU CAN CHECK THIS JOB AND ALL OTHER OPPORTUNITIES AVAILABLE.