Senior Staff Officer

The appointee may be assigned to any of a very wide range of areas or activities carried out in an Institute, in any of its campuses.

Appointees at this grade would have supervisory responsibility, under the general direction of a higher grade or, in certain cases, a member of the management team, for a section of the Institute’s activities. The job-holder would be responsible for a fairly large staff, of up to three levels. He/she would be responsible for most of the decisions taken in the section.

Alternatively, the appointee could be assigned to a job involving the application of a high level of skill and/or experience in a specialist field, normally requiring an understanding in depth of a recognised technique and specific aspects of the organisation’s policy and procedures. The jobholder would normally work under the general supervision of a higher grade or, in certain cases, a member of the management or academic management (normally head of faculty/school/department) team and would be expected to contribute to policy formation, the development/amendment of practices and/or procedures. The job could also involve the collection and collation of complex material and the preparation of reports and submissions.

The job could involve access to and processing of significant confidential information and would involve regular contacts with students, staff, the public and organisations and individuals at all levels where discretion, tact and courtesy would have to be constantly exercised. The jobholder would be required to take decisions involving the conscious exercise of judgement.

All jobs at this level demand a very good knowledge and skill in the use of Information and Communication Technologies and appointees will be expected to use new techniques and technologies as they arise. The Institute will provide the necessary training as appropriate.

Following appointment, the appointee will be assigned to a particular location and post –institutes may operate a number of different locations in addition to the main campus. On assignment to the particular post, the Institute will provide a detailed list of duties and responsibilities applicable to the post.

Grade VI Timetabling Office:

Duties:

The Grade VI based in the Timetabling Office will be expected to have a good working knowledge of Institute systems and in particular ideally have knowledge and experience in the use of the Syllabus Plus Timetabling system as this position involves working extensively on the Syllabus Plus system.

The role includes

·        Responsibility for the production, planning, coordination and publication online of timetables on Syllabus Plus for the Institute;

·        Liaising with Heads of School/Departments on all matters in relation to the production, planning, coordination and publication of timetables;

·        Provide the Institute Leadership Team and other Management with information on timetables by generating reports etc.;

·        Managing and maintaining the Syllabus Plus database;

·        Provide advice, training and administrative support for users of Syllabus Plus institute wide;

·        Manage all Institute room bookings on Syllabus Plus;

·        Manage and have control of the information that is published live on the website; 

·        Update and maintain the timetabling database;

·        Supervise the sharing and uploading of datasets to relevant stakeholders devices;

·        Supervise system upgrades and associated projects;

·        Collaborate and assist colleagues with room bookings;

Applicants will also have a good working knowledge of other packages used in the Institute for example Agresso should be demonstrable. The successful candidate will need to know what the main functions of the Timetabling Office are and how it ‘fits’ and contributes to the Institute as a whole.

The Grade VI in Timetabling Office is responsible for the management of the office as a whole and the supervision of the work of the other Grades, so good supervisory skills are paramount. The appointee should be in possession of excellent communication skills as this will be necessary in liaising with management, staff in general, outside bodies.

Staff Supervision:

·        Supervision of three central timetabling staff

·        Training of staff within the central timetabling office and throughout the Institute where required in the Syllabus plus system.

·        Assisting with queries that may arise from the Institute Executive and other relevant Institute committees;

·        Other ad hoc duties as assigned by the Vice President for Finance and Corporate Affairs or the Finance Manager.

Competencies

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.

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

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

Judgement, Analysis and Decision Making

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

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

·        Puts forward solutions to address problems.

Management and Delivery of Results

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

·        Structures and organises their own and others work effectively.

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

·        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

·        Encourages open and constructive discussions around work issues.

·        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 their 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.

Salary Scale: Grade VI €57,324 – €70,033 (7 points)

Please note: Assimilation Guidelines for Administrative Officers will apply. The qualifications for appointment and conditions of service for this post are subject to the provisions of the Institutes of Technology Acts, 1992-2006 and as amended. The appointee will carry out the lawful instructions of the President and comply with the requirements and regulations of the Minister for Further and Higher Education, Research, Innovation and Science.