Reception & HR Admin Assistant

OCO’s Corporate Services Team The OCO is seeking to recruit a Reception & HR Admin Assistant who will work with the Corporate Services team to manage reception, provide front of house duties, support facilities management for the Office, and provide HR admin support. The successful candidate will be a member of the OCO Corporate Services Unit, will report to the HR & Facilities Manager and will work closely with the Corporate Services in a variety of projects across their remit. This role will be based at our Offices in Dublin 1. This role does not suit remote working due to the nature of the work.

THE ROLE The OCO invites applications from interested candidates for the position of Reception & HR Admin Assistant Key Responsibilities This role will manage reception and phone calls, manage facilities, and provide HR administration support.

Key responsibilities of this role would include, but not be limited to: Reception/Front of House • Greet and welcome guests as they arrive at the OCO; • Answer and disseminate incoming phone calls through the mainline; • Manage and disseminate emails into the main email inbox for the public contacting the OCO. • Manage the taxi account and pass documentation to finance; • Check deliveries to delivery documents if relevant unit staff are not available. Pass dockets to finance. • Support in the setting up of a new front of house system to streamline contact with the Office.

Managing Facilities • Maintain stock levels of office supplies, such as stationery, cleaning supplies, milk, tea/coffee, etc and manage the relationship with those suppliers; • Manage the relationship and contracts with facilities suppliers (such as stationary, confidential waste, cleaning suppliers and services, security) and ensure procurement and payment documentation follows OCO procedures. • Manage facilities contracts, ensuring compliant procurement processes are followed; • Be the main point of contact with the building maintenance company and front desk security; • Support the implementation of projects in relation to facilities; • Manage the room bookings process for the use of our open spaces and meeting rooms for external organisations ; • Monitor room bookings internally to help with the smooth running of the Office; • Manage the petty cash box, credit and debit card when required and pass on the appropriate documentation to finance;

Office Administration • Provide cover for the PA & Governance Support to the Ombudsman when required. HR Support • Inbox management – triage the HR inbox and respond or disseminate as appropriate and circulate relevant notices to staff – secondment, CSEAS information, new Circular etc…. • Manage the administration of the mobility process • Manage the garda clearance process • HR database – support in ensuring the HR database (Strandum) is up to date and help resolve queries/ workflow issues. • HR database – support in keeping the training module in Strandum up to date with training initiatives and attendance. Admin support to the HR Manager – raising POs, records management, procurement support (facilities and HR)

EXPERIENCE AND PERSONAL QUALITIES REQUIRED Essential Requirements Candidates must have: • A qualification of at least level 4/5 (Leaving Cert) of the National Framework of

Qualifications; A post leaving cert qualification relevant to the role of at least Level 6. And A minimum of 2-3 years’ relevant experience. Or A minimum of 5-6 years’ relevant experience (in lieu of qualification) AND the candidate must be able to demonstrate: • Proficiency in MS Office Suite – there may be a proficiency test offered to candidates on the day of interview • Excellent interpersonal and communication skills; • Excellent written and oral communication skills; • Excellent planning and organisation skills; • Administrative experience; • Must be able to work independently and manage own workload; • A proven ability to effectively prioritise work to ensure that required tasks are executed in a timely manner and to a high standard.

Desirable: • Experience in an HR support role. Capability Framework for the role of Reception & HR Admin Assistant (EO) Building Future Readiness

• Maximises the use of technology and digital skills to drive efficiencies and support better service delivery. • Shows interest and openness to change, innovation and new technology or processes, actively exploring the practicalities and providing feedback or suggestions. • Willing to try new approaches, seeking support when needed and openly sharing and learning from mistakes. • Actively puts forward innovative ideas, creative solutions, or helpful suggestions. • Enthusiastic about development opportunities, demonstrating a positive attitude, openness to feedback and willingness to learn. • Committed to improving knowledge and skills for the future. • Aware of own strengths and development areas.

Evidence Informed Delivery Delivering Excellence • Manages, plans, and prioritises workload to ensure targets and deadlines are met. • Works in a systematic, organised, and efficient manner. • Has good oversight of their teams work and puts procedures in place to track quality and productivity. • Ensures they have a sufficient workload, seeks additional work, and uses appropriate initiative to take on other tasks. • Delivers high quality standards with excellent attention to detail and accuracy. • Ensures high quality, professional customer service, resolving complex issues or queries and prioritising customer experience. • Demonstrates ownership, initiative, and responsibility over work, becoming self-sufficient in their own area of responsibility. • Maintains resilience and a ‘can-do’ attitude when learning new skills or working under pressure, seeking support when needed. • Flexible, agile, and resilient in the face of challenges or changing demands.

Managing information, problems, and decisions • Can gather, understand, utilise, and analyse information from a range of different sources. • Manages all information and data carefully, particularly with sensitive or confidential matters. • Correctly processes and interprets verbal information, in a timely manner. • Accurately evaluates numerical information and data, in a timely manner. • Identifies and solves complex problems, with the support of their team if needed. • Escalates issues appropriately, communicating all relevant information and suggesting possible solutions. • Makes balanced judgements and decisions, considering the available information, previous learnings and following the relevant procedures or protocol. • Makes appropriate and timely decisions on matters within own remit, seeking support and referring decisions upward, where necessary.

Leading and Empowering Leading, Supporting, and Developing • Leads, supports, and motivates the team to achieve set goals. • Works well with diverse teams, ensuring their colleagues are included, heard, supported, and valued. • Offers coaching, guidance, and feedback to others to support their development. • Empowers their team and colleagues by delegating tasks and showing trust. • Works with integrity, honesty, and accountability. • Prioritises wellbeing for self and others, showing consideration, empathy, and support. • Makes an effort to be self-aware and manage own emotions and behaviour, particularly in challenging situations.

Leading with Specialist Insight • Develops specialist expertise and knowledge in their area. • Committed to Continuous Professional Development, engaging in relevant courses and activities to keep knowledge up to date. • Builds their expertise through listening and learning from others. • Contributes to discussions and decisions by sharing insights and evidence. • Promotes their own area of expertise and understands the value it brings. • Finds opportunities to share or showcase their specialist knowledge. • Comfortable working independently in their area, but also engages with other groups outside of their direct work or team. • Quickly learns what work needs to be done and how to do it, seeking support or guidance when necessary.

Communicating and Collaborating • Utilises interpersonal skills to build positive and effective working relationships, even in a blended or hybrid working environment. • Strong collaboration and teamworking skills, plays their part and works well with colleagues within and outside of own team. • Communicates in a clear and appropriate manner verbally, digitally and in writing, adapting approach to suit the audience. • Shares the appropriate level of detail and communicates information in an accessible and understandable format. • Willing to communicate with colleagues at all levels, openly sharing their views, thoughts, and concerns. • Manages difficult conversations with professionalism, respect, and sensitivity, seeking support when required. • Listens to, consults, and engages with relevant stakeholders, keeping them informed as necessary. • Appreciates diversity and makes an active effort to listen, consult and engage with a variety of people.

CONDITIONS OF SERVICE General: The appointment is to an Executive Officer post on a permanent contract and is subject to the Civil Service Regulations Acts 1956 to 2005, the Public Service Management (Recruitment and Appointments) Act 2004, the Ombudsman for Children Act 2002 and any other Act for the time being in force relating to the Civil or Public Service. The selection process will include competency based interviews. Pay: €37,544 - €60,610* Important Note: Candidates should note that entry will be at the minimum of the scale (Pt 1 €37,544) and the rate of remuneration may be adjusted from time to time in line with Government pay policy. Candidates should note that different pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant at an analogous grade. Subject to satisfactory performance, increments will be payable in line with current Government Policy.

Additional Benefits: Staff of the OCO can avail of a number of other benefits as a member of the OCO staff. These include: • Flexi leave: staff can work and avail of up to 11.5 hours flexitime each month; • Time off in lieu: staff can avail of time off in lieu for agreed hours worked outside normal working days • Bike-to-Work Scheme: staff can apply to avail of this scheme through the OCO • Tax Saver Public Transport Card • Training and Development: staff can apply to undertake training and development courses related to their role in the office. Where approved, the OCO will pay the reasonable cost of such training and development • Well-Being Initiatives: the OCO has a Well-being and Work Culture Committee that organises relevant initiatives and activities for staff. These include health checks, social events and a well-being month involving various well-being and social activities and information sessions.

Citizenship Requirement Eligible candidates must 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 has a Stamp 4 vis1a1; 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. Tenure: This is a permanent position. The appointee will be required to serve a 12-month probationary period.

Location: The appointee for this role will be based in the Ombudsman for Children’s Office at 52-56 Great Strand Street, Dublin 1. Due to the nature of the role, remote working is not suitable. When absent from home and place of employment on official duty, the appointee will be paid appropriate travelling expenses and subsistence allowances, subject to normal civil service regulations/public sector regulations.

Hours of attendance: Hours of attendance will amount to not less than 35 hours gross. The appointee will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of his/her duties subject to the limits set down in the working time regulations.

Rest Periods: The terms of the Organisation of Working Time Act, 1997 will apply to this appointment.

Annual Leave: In addition to the standard 10 public holidays and Good Friday, the annual leave for this position is 23 days per annum.

Sick Leave: Pay during properly certified sick absence, provided there is no evidence of permanent disability for service, will apply on a pro-rata basis, in accordance with the provisions of the sick leave circulars.

PRSI: Officers who will be paying Class A rate of PRSI will be required to sign a mandate authorising the Department of Social Protection to pay any benefits due under the Social Welfare Acts directly to the OCO. Payment during illness will be subject to the officer making the necessary claims for social insurance benefit to the Department of Social Protection within the required time limits.

Superannuation and Retirement: The successful candidate will be offered the appropriate superannuation terms and conditions as prevailing in the OCO at the time of being offered an appointment. In general, and except for candidates who have worked in a pensionable (non-single scheme terms) public service job in the 26 weeks prior to appointment (see paragraph d below), this means being offered appointment based on membership of the Single Public Service Pension Scheme (“Single Scheme”). Key provisions attaching to membership of the Single Scheme are as follows: Pensionable Age: The minimum age at which pension is payable is 66 (rising to 67 and 68) in line with State Pension age changes. a) Retirement Age: will be determined in accordance with the relevant government Departmental circulars. b) Pension Abatement o If the appointee was previously employed in the Civil Service or in the Public Service please note that the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 includes a provision which extends abatement of pension for all Civil and Public Servants who are re-employed where a Public Service pension is in payment. This provision to apply abatement across the wider public service came into effect on 1 November 2012. o This may have pension implications for any person appointed to this position that is currently in receipt of a Civil or Public Service pension or has a preserved Civil or Public Service pension which will come into payment during their employment in this position. Department of Education and Skills Early Retirement Scheme for Teachers Circular 102/2007 o The Department of Education and Skills introduced an Early Retirement Scheme for Teachers. It is a condition of the Early Retirement Scheme that with the exception of the situations set out in paragraphs 10.2 and 10.3 of the relevant circular documentation, and with those exceptions only, if a teacher accepts early retirement under Strands 1, 2 or 3 of this scheme and is subsequently employed in any capacity in any area of the public sector, payment of pension to that person under the scheme will immediately cease. Pension payments will, however, be resumed on the ceasing of such employment or on the person’s 60th birthday, whichever is the later, but on resumption, the pension will be based on the person’s actual reckonable service as a teacher (i.e. the added years previously granted will not be taken into account in the calculation of the pension payment).

Ill-Health Retirement o Please note that where an individual has retired from a Civil/Public Service body on the grounds of ill-health their pension from that employment may be subject to review in accordance with the rules of ill-health retirement within the pension scheme of that employment.