Project Officer

Nature of Position: Fixed Term – 2 years

The post-holder will undertake duties related to Community Training and general related Project Officer duties in the Further Education and Training Services under the direction of the KCETB Training Service Manager.

Place of Work: Kilkenny (The post will require travel within the KCETB area)

Hours of Work: Monday to Friday – 35 hours per week

Salary Scale: Salary will be paid in accordance with such rates as may be authorised by the Minister for Further and Higher Education, Research, Innovation and Science from time to time for Grade VII positions

Current salary scale for Grade VII is €61,216 - €79,582.

Role and Responsibilities

The responsibilities of the post include the following:

Community Training

a. Lead/Manage the development of Further Education and Training Programmes or other specific service responsibilities as designated (This may change from time to time in line with KCETB strategic priorities for its Further Education and Training Service).

b. Supervise and manage staff as designated in line with service responsibilities.

c. Undertake programme planning, monitoring and evaluation in line with ETB requirements.

d. Liaise with local community groups/programmes/sponsors/management committees and/or others in line with specific programme requirements and approvals.

e. Monitor and evaluate programmes in line with guidelines e.g. programme objectives/outcomes, curriculum, and maintain quality standards in respect of delivery, assessment and certification.

f. Ensure records, reports, targets are in place and being met in line with approved procedures.

g. Ensure appropriate procedures, financial and administration systems are being operated for the designated programmes in line with governance, compliance and reporting requirements.

h. Ensure all documentation, reports, returns etc. are completed in line with requirements and reporting structures.

i. Approve/reconcile expenditure for payment in accordance with programme guidelines and ensure accuracy of all supporting documentation.

j. Liaise with local industry and other relevant bodies and act as ETB representative as appropriate.

k. Ensure compliance with all Health and Safety requirements.

l. Organise, support and manage promotion events at local level as required.

m. Administration duties relevant to the post, including maintenance of records and preparation of reports in paper and ICT format as required.

General

a) Maintain accurate records and statistics in line with service needs on the relevant ICT and management information systems.

b) Undertake or oversee any other duties/projects as required and directed by management from time to time, having regard to the changing needs of the service.

c) To carry out all lawful instructions of the Chief Executive and to comply with rules and regulations of the Minister for Further and Higher Education, Research, Innovation and Science.

Essential requirements

The following are essential requirements for appointment to the post:

• A high level of knowledge and expertise in the area of Further Education and Training and broad Public Sector knowledge relevant to the area of work

• A qualification at Level 7 on the National Framework of Qualifications or its equivalent, and/or significant relevant work experience - Third level qualification(s) in relevant discipline(s) commensurate with this role would be a decided advantage

• Knowledge of the requirements and systems in operation with key certifying bodies, for example QQI and City and Guilds.

• A significant level of financial acumen including the ability to approve/reconcile expenditure for payment in accordance with programme guidelines.

• Knowledge of and involvement in community-based programme development and assessment.

• Excellent oral and written communication skills particularly in the areas of report writing and presentations.

• Excellent ICT and administration skills

• Willingness to work flexible hours outside of normal office hours

• Full clean driving license and access to a car.

Competencies required:

The person appointed to the above post will be required to show evidence of the following competencies:

Team Leadership

• Works with the team to facilitate high performance, developing clear and realistic objectives and addressing performance issues if they arise.

• Provides clear information and advice as to what is required of the team.

• Strives to develop and implement new ways of working effectively to meet objectives.

• Leads the team by example, coaching and supporting individuals as required.

• Places high importance on staff development, training and maximising skills and capacity of team.

• Is flexible and willing to adapt, positively contributing to the implementation of change.

Judgement, Analysis and Decision Making

• Gathers and analyses information from relevant sources, whether financial, numerical or otherwise weighing up a range of critical factors.

• Takes account of any broader issues, agendas, sensitivities and related implications when making decisions.

• Uses previous knowledge and experience in order to guide decisions.

• Uses judgement to make sound decisions with a well-reasoned rationale and stands by these.

• Puts forward solutions to address problems.

Management and Delivery of Results

• Takes responsibility and is accountable for the delivery of agreed objectives.

• Successfully manages a range of different projects and work activities at the same time.

• Structures and organises their own and others work effectively.

• Is logical and pragmatic in approach, delivering the best possible results with the resources available.

• Delegates work effectively, providing clear information and evidence as to what is required.

• Proactively identifies areas for improvement and develops practical suggestions for their implementation.

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

• Applies appropriate systems/processes to enable quality checking of all activities and outputs.

• Practices and promotes a strong focus on delivering high-quality customer service, for internal and external customers.

Interpersonal and Communication Skills

• Builds and maintains contact with colleagues and other stakeholders to assist in performing role.

• Acts as an effective link between staff and senior management.

• Encourages open and constructive discussions around work issues.

• Projects conviction, gaining buy-in by outlining relevant information and selling the benefits.

• Treats others with diplomacy, tact, courtesy and respect, even in challenging circumstances.

• Presents information clearly, concisely and confidently when speaking and in writing.

• Collaborates and supports colleagues to achieve organisational goals.

Specialist Knowledge, Expertise and Self Development

• Has a clear understanding of the roles, objectives and targets of self and team and how they fit into the work of the unit and Department/Organisation and effectively communicates this to others.

• Has high levels of expertise and broad Public Sector knowledge relevant to his/her area of work.

• Focuses on self development, striving to improve performance.

Drive and Commitment to Public Service Values

• Strives to perform at a high level, investing significant energy to achieve agreed objectives.

• Demonstrates resilience in the face of challenging circumstances and high demands.

• Is personally trustworthy and can be relied upon.

• Ensures that customers are at the heart of all services provided.

• Upholds high standards of honesty, ethics and integrity.

Conditions of Service

Citizenship Requirement

Candidates should note that eligibility to compete is open to citizens of the European Economic Area (EEA) or to non-EEA nationals with a valid work permit. The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein, Norway, Switzerland and Norway. Swiss citizens under EU agreements may also apply.

Vetting

Kilkenny and Carlow ETB is registered with the National Vetting Unit (NVU). As part of the Board’s recruitment and selection process, offers of employment to all posts may be subject to NVU disclosure.

References

Kilkenny and Carlow ETB 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.

Kilkenny and Carlow ETB also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Please note that candidates are requested not to submit references with their application form.

Pre-Employment Health Assessment

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

Candidates will be required to undergo a pre-employment Health Assessment which will be reviewed by the ETB's Occupational Health Service. An offer of employment is subject to satisfactory pre-employment health assessment.

Probation

Where a person is appointed to the position of Administrative Officer Level to Kilkenny and Carlow ETB the first twelve months of their contract will be regarded as the probationary period. The appointment will be confirmed subject to satisfactory performance of the duties of the post.

Superannuation

The successful candidate will be offered the appropriate superannuation terms and conditions as prevailing in the Civil/Public Service at the time of being offered an appointment. In general, an appointee who has never worked in the Public Service will be offered appointment based on membership of the Single Public Service Pension Scheme (“Single Scheme”). Full details of the Scheme are available on www.kcetb.ie.

Where the appointee has worked in a pensionable (non-Single Scheme terms) public service job in the 26 weeks prior to appointment or is currently on a career break or special leave with/without pay different terms may apply. The pension entitlement of such appointees will be established in the context of their public service employment history.

The maximum retirement age for a member of the single public service pension scheme as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

Sick Leave

Sick leave will be in accordance with established procedures and conditions for ETB staff generally.

Notice/Termination

This appointment is terminable by one month’s notice in writing from either side subject to statutory provisions and relevant collective agreements.

General

The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the successful candidate’s employment contract.

Shortlisting

• KCETB reserves its right to shortlist candidates, in the manner it deems most appropriate to proceed to the interview stage of the competition.

• During the shortlisting process, the shortlisting board will examine the application forms and assess them against pre-determined criteria based on the requirements of the position and the quality of your application form. It is therefore in your own interests to provide a detailed and accurate account of your qualifications/experience/skills and competencies on the application form in a clear and concise manner.

• It is important to note that while you may meet the essential qualification/s and eligibility requirements of the position, if the numbers applying for the position are such that it would not be practical to interview everyone, Kilkenny and Carlow ETB may decide to employ a shortlisting process to select candidates for interview.

• Candidates who are not shortlisted are not necessarily deemed unsuitable, or incapable of undertaking the job, rather that those candidates who were shortlisted demonstrated more clearly their suitability for the specific position in terms of their qualifications/experience/skills and competencies.

• Each recruitment competition is independently assessed by the shortlisting board and considered in the context of the needs of the specific position advertised. Accordingly, scores may differ from competition to competition.