Services Officer

Job Description

The NDA is seeking to appoint a Full-Time Permanent Services Officer. (Onsite). A Services Officer Panel will be established to address any future vacancies for this specific role, whether Full Time Permanent and/or Specific Purpose which may arise within the organisation over the next 2 years. The post holder will report to the nominee of the Head of the Corporate Services.

The Services Officer is responsible for ensuring the smooth day-to-day running of the National Disability Authority’s offices and will report to the nominee of the Head of Corporate Services. The role covers a mix of reception, facilities, and general office support duties, including handling queries from staff and visitors, managing deliveries and post, assisting with meeting and event setups, liaising with third party service providers and other general corporate services related duties. The successful candidate will be required to carry out a number of routine daily tasks, however, tasks may also be reactive in nature and as such the ability to use initiative is required.

Hours of attendance will be not less than 35 hours net per week. Your normal working hours are from 9am to 5pm, Monday to Friday and you are required to be onsite during these hours.

Flexible working hours do not apply to this position. Blended working will not be possible while serving in this role given the requirements of the role and the business needs of the NDA.

Currently the NDA is structured under 3 Departments –Corporate Services (CSD), Policy, Research and Public Affairs (PRPA), and the Centre for Universal Design Standards and Monitoring (CEUDSM).

For the successful implementation of this role, there are a number of key relationships to be fostered and developed. These will be with colleagues and personnel from a range of other Departments, agencies and contracted services. A high degree of flexibility and customer service will be expected as well as strong organisational and administrative skills.

As a member of the NDA team, the post holder will be expected to actively contribute to and participate in the overall development of the NDA and to promote its policies at all times, to effectively represent the NDA, and to adhere to NDA values.

 

Main Duties and Responsibilities

The core duties and responsibilities will include the following:

• Facilitate the smooth running of reception areas - the Service Officer will be required to carry out reception desk duties that involve dealing with queries and deliveries from colleagues and visitors, both in person and by telephone, in a prompt and courteous manner;
• Deal with all visitors to the building by recording details in the Visitors Log, ensuring visitors sign the Log, issuing visitor passes where necessary and contacting and notifying the appropriate member of staff regarding the arrival of visitors.
• Maintain accurate records and logs relating to the facilities management jobs and attendance, including monitoring of the NDA facilities email mailbox
• Collection, sorting and delivery of internal and external mail to include letters, parcels, newspapers, periodicals, etc.;
• General office support duties.
• Assist in the coordination of training events etc. as required.
• Assist with implementation of accommodation arrangements within the office.
• Distribution of office stationery, photocopier paper and other office supplies as required.
• Health and safety responsibilities
• Other duties as assigned by line management from time to time as appropriate to the role

Note: The duties and responsibilities listed in this job description should not be regarded as comprehensive in scope and may be added to or altered as required.

Person Specification

In applying for the post, applicants are strongly advised to clearly demonstrate how they fulfil the following essential requirements and competencies. The selection process may include short-listing of candidates on the basis of the information provided in the application form. It is therefore in your own interest to provide a detailed and accurate account of how your skills, personal qualities, qualifications and experience meet the requirements for the post.

The following criteria are considered essential for the post:

·         Minimum QQI level 4 or 2 years relevant work experience

·         Be fluent in English (oral and written)

·         Demonstrate capability of working on their own initiative and as part of a team,

·         Reliable and flexible, with the ability to take on a variety of tasks as required.

·         Strong interpersonal skills and the ability to deal with a wide variety of people in a professional and courteous manner, including when under pressure or in difficult situations

·         Basic IT skills

The following criteria are considered desirablefor the post:

·         Manual Handling Certificate

·         Previous experience as a service officer

·         Familiarity with utility services

In addition to the above, the Capability Framework for Service Officers will be used in the selection process. The key dimensions of this framework are:

-      Building Future Readiness

-      Evidence Informed Delivery

-      Communication and Collaborating

Selection Process

The Selection Process will include the following:

·         Submission of application (application form and cover letter)

·         Shortlisting of candidates based on the information contained in their application

·         Interview

Shortlisting

Normally the number of applications received for a position exceeds that required to fill existing and future vacancies to the position. While you may meet the eligibility requirements of the competition, if the numbers applying for the position are such that it would not be practical to interview everyone, the National Disability Authority may decide that a smaller number of applicants will only be called to interview. In this respect, the National Disability Authority provide for the operation of a shortlisting process to select a group for interview who, based on an examination of the application forms, appear to be the most suitable for the position.

An expert board will examine the application forms against a pre-determined criteria based on the requirements of the position. This is not to suggest that other candidates are necessarily unsuitable or incapable of undertaking the job, rather that there are some candidates, who based on their application, appear to be better qualified and/or have more relevant experience. It is therefore in your own interests to provide a precise, detailed, accurate account of your qualifications/experience in your application.

A panel of successful candidates may be formed as a result of the interviews. Candidates who obtain a place on the panel and who fulfil the conditions of the selection process may, within the life of the panel, be considered for subsequent approved vacancies. The candidate who obtains first place on the panel will be the first candidate considered for a position, subject to satisfactory clearances, and so on in order of merit.

Confidentiality

Subject to the provisions of the Freedom of Information Act 2014 applications will be treated in strictest confidence.

Other Important Information

The National Disability Authority will not be responsible for refunding any expenses incurred by candidates.

The admission of a person to a competition, or invitation to attend interview, or a successful result notification, is not to be taken as implying that the National Disability Authority is satisfied that such a person fulfils the requirements or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important, therefore, for you to note that the onus is on you to ensure that you meet the eligibility requirements for the competition before attending for interview. If you do not meet these essential requirements as outlined above but nevertheless attend for interview you will be putting yourself to unnecessary expense.

Prior to recommending any candidate for appointment to this position the National Disability Authority will make all such enquiries that are deemed necessary to determine the suitability of that candidate. Until all stages of the recruitment process have been fully completed a final determination cannot be made nor can it be deemed or inferred that such a determination has been made.

Should the person recommended for appointment decline, or having accepted it, relinquish it or if an additional vacancy arises the Board may, at its discretion, select and recommend another person for appointment on the results of this recruitment process.

Candidates’ Rights and ObligationsCandidates' Rights - Review Procedures in relation to the Recruitment Process

The National Disability Authority will consider requests for review in alignment with the provisions of the codes of practice published by the CPSA. The Codes of Practice are available on the website of the Commission for Public Service Appointments.

Should a candidate be unhappy with an action or decision in relation to their application they can seek feedback. An initial review will be carried out internally by the Corporate Services Department as to why their application was deemed unsuccessful. The outcome of this review will be sent to the candidate in written format.

·         To request an initial review, a candidate must write to the NDA within 5 working days of receiving notification of the decision on their application. The NDA will carry out the initial review without delay. If the candidate is dissatisfied with the outcome, they may resort to the formal procedures within 2 working days of receiving notifications of the outcome of the initial review.

·         The decision arbitrator will be a person unconnected with the selection process and he/she will adjudicate on requests for review. The decision of the decision arbitrator in relation to such matters is final.

Candidates’ Obligations

Candidates should note that canvassing will disqualify and will result in their exclusion from the process.

Candidates must not

·         Knowingly or recklessly provide false information

·         Canvass any person with or without inducements

·         Interfere with or compromise the process in any way

·         A third party must not personate a candidate at any stage of the process

·         Any person who contravenes the above provisions or who assists another person in contravening the above provisions is guilty of an offence. A person who is found guilty of an offence is liable to a fine/or imprisonment.

In addition, where a person found guilty of an offence was or is a candidate at a recruitment process, then:

·         Where he/she has not been appointed to a post, he/she will be disqualified as a candidate; and

·         Where he/she has been appointed subsequently to the recruitment process in question, he/she shall forfeit that appointment.

Specific candidate criteria

Candidates must

·         Have the knowledge and ability to discharge the duties of the post concerned

·         Be suitable on the grounds of character

·         Be suitable in all other relevant respects for appointment to the post concerned and if successful, they will not be appointed to the post unless they:

·         Agree to undertake the duties attached to the post and accept the conditions under which the duties are, or may be required to be, performed;

·         Are fully competent and available to undertake, and fully capable of undertaking, the duties attached to the position.

Deeming of candidature to be withdrawn

Candidates who do not attend for interview or other test when and where required by the National Disability Authority, or who do not, when requested, furnish such evidence as required by the Authority relevant to their candidature, will have no further claim to consideration.

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 41 or a Stamp 5 visa

1 Please note that a 50 TEU visa, which is a replacement for Stamp 4EUFAM after Brexit, is acceptable as a Stamp 4 equivalent.

To qualify candidates must be eligible by the date of any job offer.

Data Protection Act 2018

When your application is received, we create a record in your name, which contains much of the personal information you have supplied. This personal record is used solely in processing your candidature and as part of the recruitment process. Such information held by the NDA and the employing organisation is subject to the rights and obligations set out in the Data Protection Act 2018. For more information on how we retain and use your personal data, please review the National Disability Authority’s Privacy Policy which includes instructions on their right to withdraw consent at any point.

To make a subject access request under the Data Protection Act 2018, please submit your request in writing to: Data Protection Officer, National Disability Authority, 25 Clyde Road, Dublin 4, or email dataprotection@nda.ie

Ensure that you describe the records you seek in the greatest possible detail to enable us to identify the relevant record. Certain items of information, not specific to any individual, are extracted from records for general statistical purposes.

 

Principal Conditions of Service

Principal conditions of service will be applied in line with all relevant governmental circulars/procedures and policies applicable at time of placement.

Salary

Entry will be at the minimum of the scale of the Services Officer Standard Scale. The salary scale for the position is as follows:

Pay scale with effect from 01 August 2025 for Civil Servants appointed on or after 6th April 1995 paying the Class A rate of PRSI contribution and making an employee contribution in respect of personal superannuation benefits (PPC):

Services Officer (PPC) Weekly Payment

€565.57 – €594.13 – €604.96 – €627.74 – €648.12 – €660.32 – €674.56 – €691.71 – €721.05 €735.55 LSI1 – €758.62 LSI2

Non-Personal Pension Contribution Pay Scale with effect from 01 August 2025 (for those appointed before 6 April 1995):

Services Officer Weekly Payment

€554.40 – €569.84 – €583.76 – €602.30 – €621.16 – €640.45 – €654.24 – €662.56 – €690.55 – €710.25 LSI1 – €732.92 LSI2

Subject to satisfactory performance, increments may be payable in line with Government Policy. Long service increments may be payable after 3 (LSI-1) and 6 (LSI-2) years’ satisfactory service at the maximum of the scale.

Entry will be at the first point of the scale. Different terms and conditions may apply if you are a currently serving civil or public servant.

Annual Leave

The annual leave allowance for the position of Services Officer will be as follows:

22 rising to 23 after 5 years’ service

24 after 10 years’ service

25 after 12 years’ service

26 after 14 years’ service

This allowance is subject to conditions regarding the granting of annual leave in the public sector and is based on a 5-day week, exclusive of public holidays.

Hours of Work

Hours of attendance will be not less than 35 hours net per week. Your normal working hours are from 9am to 5pm, Monday to Friday and you are required to be onsite during these hours.

Flexible working hours do not apply to this position. Blended working will not be possible while serving in this role given the requirements of the role and the business needs of the NDA.

Rest Periods

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

Place of work

The National Disability Authority is currently located in 25 Clyde Road, Dublin, D04 E409.

Tenure

This is a Services Officer Panel for a specific role within the NDA (Full Time Permanent and/or Specific Purpose). You will be required to undergo a probationary period.

Sick Leave

Pay during sick absence will apply in accordance with the provisions of the Public Service Sick Leave Regulations.

PRSI

Officers who pay 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 National Disability Authority. 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.

Outside Employment

Appointees to full-time positions may not engage in private practice or be connected with any outside business, which would interfere with the performance of official duties.

Superannuation and retirement

The successful candidate will be offered public service pension terms and retirement age conditions in accordance with pension arrangements in the National Disability Authority depending on the status of the successful appointee:

a)   In general, an individual who has no prior pensionable Public Service history in the 26 weeks prior to appointment will be a member of the Single Public Service Pension Scheme (Single Scheme) which commenced from 1 January 2013 [Section 10 of the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 refers];

b)   An individual who was a member of a “pre-existing public service pension scheme” as construed by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 and who does not qualify for membership of the Single Scheme will have standard public service pension terms reflecting new entrant or non-new entrant status for the purposes of the Public Service Superannuation (Miscellaneous Provisions) Act 2004.