Senior Staff Officer

The Position:

Waterford City and County Council is seeking applications from suitably qualified candidates with relevant experience for the position of Senior Staff Officer.

Waterford City & County Council is currently inviting applications from suitably qualified persons for the above competition. Waterford City & County Council will, following the interview process, form a panel from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Planning and Local Government. This panel will exist for one year and may be extended for a further period of one year at the discretion of the Chief Executive. The filling of posts will be in line with the Guidance Procedures for the Recruitment to Clerical Administrative Grades IV to Grade VII in the Local Authority Sector. Suitably qualified persons are invited to apply for inclusion on the following panel(s);

-      Panel A (Confined to current employees of the Local Government Sector)

-      Panel B (Open Panel)

-      Panel C (Confined to current employees of Waterford City & County Council (plus Southern Regional Assembly)

The Senior Staff Officer is a middle management supervisory position within the local authority. A Senior Staff Officer will generally work under the direction and management of an Administrative Officer, Senior Executive Officer or analogous grade and may from time to time be required to deputise for more senior staff.

The Senior Staff Officer is a frontline middle management position in the Council which has assigned responsibility for managing the performance of a department, section within a department or a business unit, of the local authority. He/she is responsible for ensuring that goals set out in the Corporate, Departmental and Team plans become operational actions within their department or unit and will generally work as part of a multi-disciplinary team.

A Senior Staff Officer also works closely with senior management, elected representatives, external agencies and relevant stakeholders to deliver services to the highest standard. The Senior Staff Officer is expected to carry out their duties with an understanding of the political context of local government and in such a manner that enhances public trust and confidence and ensures impartial decision making. The ideal candidate must therefore be a highly motivated person, with a strong sense of commitment to delivering quality public services willing to take on a challenge and work on their own initiative.

Duties and Responsibilities

The duties to be assigned include the following, although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

(a)   The duties of the office are to give the local authority and to such other local authorities or bodies for which the Chief Executive for the purposes of the Local Government Act, 2001, is Chief Executive, and

(b)   to any other local authority or body with which an agreement has been made by the local authority or any of the authorities or bodies mentioned in sub-paragraph (a) of this paragraph

Under the general direction and control of the Chief Executive or of such other officer as the Chief Executive may from time to time determine, such appropriate management, executive, supervisory, advisory and ancillary services as may be required by any local authority or body hereinbefore mentioned in the exercise and performance of any of its powers, functions and duties, including the duty of servicing all committees that may be established by any such local authority or body. The holder of the office will, if required, act for an officer of a higher level.

The duties shall include but are not limited to;

(a)   Responsible for the management and administration of a section or sections within the Council.

(b)   Supervision and management of staff within a section or sections, including assigning and scheduling duties and workload, providing on-going support and handling day to day issues.

(c)   Promote a culture of dignity, respect and fairness and seek to eliminate all forms of discrimination. Promote equality of opportunity, and protect the human rights of staff and service users.

(d)   Planning, allocation and prioritization of work.

(e)   Supervise and participate in the Performance Management Development System (PMDS).

(f)    Reporting on the progress of work at staff meetings.

(g)   Supporting line manager to ensure work programmes are implemented to deliver on the Council’s corporate and operational plans, including planning and prioritizing work and allocating resources.

(h)   To develop and maintain productive working relationships, including providing information and assistance when required.

(i)     Liaise with Public Representatives and work closely with other public bodies.

(j)     To act as a key point of contact and liaison in relation to all operational matters for the section(s) for which they are responsible.

(k)   To research, analyse and communicate information on specific issues and policies as appropriate, including compiling, preparing and presenting reports, presentations and correspondence.

(l)     Representing the Council on committees and at meetings and reporting on progress in their section or department as required.

(m) Providing support and administrative assistance in the delivery of projects including project management as required.

(n)   To be involved in the day to day financial management of capital and operational expenditure in the section or department.

(o)   To identify opportunities for improvements, implement and manage change management initiatives within the relevant area of responsibility.

(p)   Compliance with all organizational policies and procedures within an area of responsibility and provide assistance in the understanding and interpretation of policies and procedures to employees, customers and other stakeholders as appropriate.

(q)   Use of all technology and equipment assigned.

(r)    Compliance with Health & Safety legislative requirements, policies and procedures and safe systems of work.

(s)    To undertake any other duties of a similar level and responsibilities as may be required from time to time.

These duties are indicative rather than exhaustive and are carried out under general guidance. Persons employed will be required to work in any location within the Waterford City & County Council administrative area.

The Minister for Housing, Planning, Community and Local Government has declared that the qualifications for the position of Senior Staff Officer (Open Panel) shall be as set out hereunder.

1.     Character

Candidates shall be of good character

2.     Health

Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3.     Education, Training, Experience, etc.

Each candidate must, on the latest date for receipt of completed application forms; –

(i)(a) have obtained at least Grade D (or a Pass) in Higher or Ordinary Level, in five subjects (or four subjects if Irish is included) from the approved list of subjects in the Department of Education Established Leaving Certificate Vocational Programme including Irish and/or English and one of the following: Mathematics, Accounting, Business Organisation or Economics, and

(b) have obtained at least Grade C (or Honours) in higher level (or Honours) papers in three subjects in that examination (or two subjects if Irish and/or one of the following is included: Mathematics, Accounting, Business Organisation or Economics) or

(ii)  have obtained a comparable standard in an equivalent examination, or

(iii)  hold a third level qualification of at least degree standard

(iv) shall have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organization and control of staff.

4.     Age

Each candidate must be under 65 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

However, the age restriction of 65 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

The Minister for Housing, Planning, Community and Local Government has declared that the qualifications for the position of Senior Staff Officer - Panel A (Local Government Sector) & Panel C (WCCC & SRA ) shall be as set out hereunder.

1.     Character

Candidates shall be of good character.

2.     Health

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3.     Education, Training, Experience, etc.

Each candidate must, on the latest date for receipt of completed application forms -

(a) be a serving employee in a local authority, or a regional assembly and have not less than two years’ satisfactory experience in a post of Clerical Officer or analogous post, and

(b)                 have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organization and control of staff.

4. Age

Each candidate must be under 65 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

However, the age restriction of 65 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

It is desirable that the successful candidate will demonstrate through their application form and at interview that he/she has;

·       A satisfactory knowledge of the functions and duties of Local Authorities;

·       A satisfactory knowledge or experience of office organisation;

·       Excellent communication, interpersonal and people management skills;

·       Excellent organisational, time management and leadership skills;

·       Ability to work effectively under pressure and achieve objectives in a timely manner;

·       Good understanding and knowledge of local authority policy procedures and practices;

·       Ability to work effectively as part of a team;

·       Be self motivated with ability to work on own initiative;

·       Proven problem solving and trouble shooting skills;

·       Budgetary management skills;

·       Supervisory management skills;

·       Have knowledge and experience of operating ICT systems;

·       A current, full, Category B driving licence and have access to own car.

The ideal candidate will also:

·       Be self motivated with ability to work on own initiative

·       Have strong interpersonal and communications skills and be capable of representing the Council in a professional and credible manner with all stakeholders

·       Have an awareness of Health and Safety Legislation and Regulations, the implications for the organisation and the employee, and their application in the workplace

Salary scale: €58,474 - €71,437 (LSI2) per annum (EL 02/26). Payment of increments is dependent on satisfactory performance. Entry point of this scale will be determined in accordance with Circulars issued by the by the Department of Housing, Local Government & Heritage. Remuneration is paid fortnightly directly to the employee’s nominated bank account. The current wage pay cycle may be revised during the period of employment.

Remuneration is subject to all statutory deductions, e.g. P.A.Y.E. and P.R.S.I. Increments are paid annually subject to satisfactory attendance, conduct and performance and national agreements. Increments may be withheld if performance, attendance and/or conduct are not satisfactory.

The normal working hours are 35 hours per week. Flexible working arrangements apply. All hours worked are subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Regulations, 2001. Waterford City & County Council requires employees to record their hours using the CORE/TDS Clocking system.

The annual leave entitlement for the grade is 30 days per annum. The Chief Executive of Waterford City & County Council retains autonomy with regard to office closures, (e.g. Christmas Office Closure); any days arising from such closure will be reserved from the employee’s annual leave entitlement. Proposed office closure days will be reviewed and advised to all employees each year.

Waterford City & County Council reserves the right to assign the successful candidate to any premises in use by the Council, now or in the future. The person appointed will be required to report to their place of work by their own means of transport and at their own expense.

The relevant Superannuation Scheme will apply. The provisions of the Local Government (Superannuation) (Consolidation) Scheme 1998 may apply.

Persons who become pensionable officers who are liable to pay the Class A rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority, 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children).

Persons who become pensionable officers who are liable to pay the Class D rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority at the rate of 5% of their pensionable remuneration. The provisions of the Spouses and Children’s/Widows and Orphans Contributory Pension Scheme will continue to apply.

New entrants will be admitted to the Single Public Service Pension Scheme with effect from the date of appointment. The scheme is contributory and provides pension, retirement gratuity, death gratuity and survivors benefits. To qualify for a pension the successful candidate must have served a minimum of two years employment in a Local Authority.

There is no mandatory retirement age for new entrants to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act2004.

Anyone who is not a new entrant to the public service, as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004, is subject to a compulsory retirement age of 70 years or as determined in accordance with Department Circulars and in line with Government Policy.

The maximum retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

The Council may refer staff to a medical advisor at any time to determine fitness to carry out the duties to which they have been assigned.

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under that Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

The successful candidate shall reside in the district in which his/her duties are to be performed, or within a reasonable distance thereof.

Senior Staff Officer employed by Waterford City & County Council will be required to use their car on official business. In such situations the employee must hold a current clean driver’s licence and have available adequate means of transport.

It is the responsibility of the employee to arrange the appropriate car insurance for business use and to indemnify Waterford City & County Council with the indemnity specified on the insurance certificate under the heading “Persons or classes of person who are covered”. Documentation to confirm the appropriate insurance cover will be required to be supplied to the Council on an annual basis.

Employees are to be required to adhere to all current and future Waterford City & County Council codes of practice including Code of Conduct of Employees and all current and future organisational policies including, but not limited to Health and Safety, Communications, Data Protection, Equality, Staff Mobility, Attendance Management and Use of Electronic Equipment. A full list of relevant policies is contained on the council Intranet.