Grade VIII Records Manager

Purpose of Role

The post holder will report to the ICT Data & Analytics Manager

Reporting Relationship

This Records Management Lead is responsible for leading the development and implementation of records management policy as well as establishing a new national office (the Office of the File Registry) to provide records related expertise and operational services across the Agency.

Duties and Responsibilities

Main Duties and Responsibilities

• Provide strategic leadership in the development, implementation, and continuous improvement of records management policies, standards, and best practices across all services.

• Develop and maintain comprehensive records management guidelines, ensuring staff have access to appropriate training, resources, and supports.

• Lead the implementation of the new national records management service partner, including the national scanning service and the single offsite storage solution for all Tusla records.

• Oversee the migration of all Tusla records from the existing network of ten vendors to the new national offsite storage partner, ensuring a secure, efficient, and compliant transition.

• Oversee the development, maintenance, and application of records classification and retention policies for all record types processed by the Agency.

• Lead the delivery of a programme of scanning and digitising legacy paper records to support modernisation and improved service delivery.

Managing & Delivering Results (Operational Excellence)

• Ensure that policies and procedures are aligned with best practice, are well documented, and communicated to others.

• Ensure that assigned projects are managed in line with stated objectives and within specified budgets and timelines.

• Implement agreed changes in a co operative and supportive manner, finding innovative ways to deliver service improvements within resource limitations.

• Develop appropriate project methodologies and establish working practices that promote cross functional team working.

• Work with other Directorate and Tusla Senior Managers in the implementation and rollout of new developments, with a particular emphasis on consistency and alignment across the system and reference to best practice, outcome measures, and value for money.

Teamwork, Leadership & Building and Maintaining Relations

• Share information with the wider team as appropriate.

• Be accountable for own work and that of others as appropriate.

• Work on own initiative as well as part of a wider team.

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

• Lead by example, motivate and encourage others, and build team commitment.

• Deal with under performance in a timely and constructive manner.

Finance & Human Resources

• Monitor budgets and expenditure.

• Develop and support business cases for new resources etc.

• Support HR processes within the Directorate.

Commitment to Providing a Quality Service

• Be flexible and adaptable in his or her approach to work, embrace change, and adapt work practices accordingly.

• Promote and maintain a quality customer focused environment.

• Monitor efficiency within own area of responsibility and take remedial action or notify supervisor as appropriate.

• Continuously seek to improve systems and processes.

Education & Training

• Maintain standards of practice and levels of professional knowledge by participating in continuous professional development initiatives and attendance at courses as appropriate.

• Engage in career and professional development planning.

• Oversee the provision of a framework for the promotion of staff development and training by making recommendations with regard to the ongoing education, mentoring, training, and in service needs of the inspection and monitoring team.

• Pursue continuous professional development in order to develop professional knowledge and keep updated with current and relevant HR legislation.

• Provide training within the team and region to share knowledge of relevant HR procedures and processes.

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.

• 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 or 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:

• Have a third level qualification in an ICT, Data, or Social Work related discipline.

• Have a minimum of 3 years’ experience working in a data or records management related role.

• Experience in developing records management related policy and related documentation.

• Have project management experience.

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 Leadership Framework relevant for this role is Leading the Service.

Please access this link Leading the Service to fully familiarise yourself with the impact of this Leading the Service 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.

• Have awareness of children and young people’s participatory practice.

Application Process

Campaign Specific Selection Process

Shortlisting and 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.

Tenure

The current vacancy available is temporary and whole time.

The post is 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.

Appointment as an employee of the Child and Family Agency is governed by the Child and Family Agency Act 2013 and the Public Service Management (Recruitment and Appointments) Act 2004.

Remuneration

The Salary scale for the whole time equivalent of this post is:

01/08/2025: €82,258, €82,997, €86,243, €89,502, €92,736, €95,983, €99,213

LSIs (Long Service Increments) are represented by emboldened figures. 1st LSI is paid after 3 years on the maximum, the 2nd LSI after 3 years on LSI 1, 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 is 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 currently a 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 or 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 or 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, or Local Authority, and there is no break in service, no period of probation applies.