Staff Officer

Applications are invited from suitably qualified persons who wish to be considered for inclusion on a panel from which permanent or temporary vacancies for the position of Staff Officer (Grade V) in Monaghan County Council shall be filled.

The Staff Officer is a supervisory/management position within the Council and is assigned responsibility for administration and managing the performance of a section/department/team. The administrative structure ranges from the entry grade of Clerical Officer, through to Assistant Staff Officer, Staff Officer, Senior Staff Officer and Administrative Officer. A Staff Officer will generally work under the direction and management of a Senior Staff Officer/Administrative Officer or analogous grade.

The role

The Staff Officer has a supervisory role in the day-to-day operations of a work area or as a team leader. The Staff Officer works as part of a team and operational duties may include the day to day running of a section and the supervision and management of staff within the section. This will include assisting with the implementation of work programmes to achieve goals and standards set out in Departmental and Team Plans, Corporate Plan and Annual Service Delivery Plan. This will require the ability to plan, allocate and prioritise work and monitor and report on progress. Other duties may include representing the Department or the Council on various committees and the successful candidate must be capable of representing the Council in a professional and credible manner with all internal and external stakeholders.

The Staff Officer role requires excellent administrative, employee management, interpersonal, communication and other particular skills and expertise depending on assignment. The ideal candidate will therefore be a highly motivated person, with a strong sense of commitment to delivering quality public services and be willing to take on a challenge. The Staff Officer is expected to carry out their duties in a manner that enhances public trust and confidence.

The ideal candidate should demonstrate through their application form and at the interview that they have knowledge of: -

• Managing people 
• Customer service 
• Planning and prioritisation of workloads 
• Dealing effectively with conflicting demands 
• Working under pressure to tight deadlines 
• Strong interpersonal and communication skills  
• Stakeholder networking and engagement 
• Financial management 
• Problem solving and decision making 
• Project management 
• Administration and report writing 
• Operation of ICT systems and standard office software packages 
• Working effectively as part of a team 
• Adapting to change 
• Acting on own initiative 
• Data Protection 
• Health & Safety Management 

In addition, the ideal candidate will also: 

• Be self-motivated with ability to work on own initiative.

• Have excellent knowledge and understanding of the structures and functions of local government, of current local government issues, challenges, and priorities. 

• Have an in-depth understanding of the role of Staff Officer.

• A sound understanding of the representational role of the elected members and the need to work in partnership to deliver quality services and implement policy decisions. 

DUTIES AND RESPONSIBILITIES

The Staff Officer shall perform such duties as may from time to time be assigned in relation to employment and as may be appropriate to any function of the council and shall carry out such instructions as may be given in relation to the performance of their duties.

The main duties of the post are: -

• To be responsible for the supervision of a work area or section within the Council, including supervision of a team.
• To support the line manager to ensure section or department work programmes are implemented to deliver on the Council’s operational plan, including supervising the work of the team.
• To develop and maintain productive working relationships.
• To provide information and assistance relating to their area of work as required.
• To compile, prepare and present reports, presentations, and correspondence, as necessary.
• To represent their section or department on committees or at meetings and give progress reports as required.
• To provide support and assistance in the delivery of projects as required.
• To be involved in the day-to-day management of resources within their section or team.
• To identify opportunities for improvements in service delivery within their section or team.
• To support and implement change management initiatives within their section or team.
• To supervise employees in supporting roles, including assigning tasks and duties, scheduling and prioritising work and monitoring and reporting on progress.
• To provide support to team members and employees, handling day to day issues, ensuring compliance with all council policies and procedures.
• To participate in corporate activities and responsibilities appropriate to the grade.
• To be in compliance with Health and Safety legislative requirements, policies and procedures and safe systems of work.
• To deputise for the line manager or equivalent as required.
• To undertake any other duties of a similar level and responsibility, as may be required, or assigned, from time to time.
• And any other such duty as may be assigned from time to time.

These duties are indicative rather than exhaustive and outline the main functions and responsibilities of the post of the Staff Officer and may be subject to change in the future. The post holder may therefore be required to perform duties appropriate to the post, other than those detailed above and to take instruction from and report to an appropriate officer or such designated officer as may be assigned from time to time by Monaghan County Council.

ESSENTIAL QUALIFICATIONS FOR THE POST

1.     Character

Candidates shall be of good character.

2.     Health

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

3.      Citizenship:

Candidates must, by the date of any job offer, 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 is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa: 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.

4.      Education, Training and Experience

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

(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 Examination or 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.

And

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

Confined competition

(v) (a) be a serving employee of 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.

Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications. Oversees qualifications must also be accompanied by a translation document.

Each candidate must include on the application form details of all qualifications obtained by them. The invitation to attend for Interview is not to be regarded as an admission that you possess the prescribed qualifications and/or requirements for this post or are you qualified by law to hold the post. Documentary proof will be required before appointment where you claim credit for particular qualification, experience, etc.

COMPETENCIES FOR THE POST

Key Competencies for the post are outlined in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings.

Competency

Management and Change

• Translate the Directorate/Department objectives into operational plans for their area and effectively monitors progress.
• Has a clear understanding of the political reality and operating environment of the Local Authority.
• Demonstrates the ability to develop and maintain positive and beneficial relationships with a wide range of stakeholders including citizens, elected members and staff.
• Creates opportunities for new ways of working, encourages creativity and innovation in employees and overcomes resistance to change.

Performance through People and Communicating Effectively

• Leads and develop the team to achieve corporate objectives.
• Effectively manages performance.
• Ability to work in a team to deliver programmes and projects and to work to strict deadlines.
• Has excellent interpersonal, presentation and communications skills.
• Manage conflict.

Personal Effectiveness

• Remains calm under pressure and the ability to manage the delivery of several tasks/projects concurrently.
• Manages time and workload effectively.
• Maintains a positive and enthusiastic attitude to the role and is motivated in the face of difficulties and obstacles.
• Takes initiative and be open to taking on new challenges or responsibilities.

Essential Requirements

Knowledge, Experience and Skills

• Knowledge and understanding of the structure and functions of local government including service requirements.
• Knowledge of current local government issues.
• Understanding of the role of a Staff Officer.
• Understanding key challenges facing the local government sector and Monaghan County Council.
• Knowledge and experience of operating ICT systems.
• Have experience of working as part of a team.
• Have experience of preparing reports and correspondence.
• Have relevant administrative experience.

PRINCIPAL TERMS AND CONDITIONS

The Competition

Monaghan County Council invites applications from suitably qualified persons, who wish to be considered for inclusion on a panel from which permanent and temporary vacancies for the post of Staff Officer (Grade V) shall be filled. The post(s) shall be wholetime, permanent and pensionable. Monaghan County Council reserves the right to, at any time, to reassign an employee to and Department.

Recruitment arrangements to the post of Staff Officer will be on the following basis: -

Panel A - 50% confined to employees of the sector*

Panel B - 30% open

Panel C - 20% confined to employees of Monaghan County Council

*The sector includes all Local Authorities and the three regional assemblies. Candidates who are not existing employees of these local authorities or regional assemblies are not eligible to apply for competitions confined to the sector or to the local authorities i.e. Monaghan County Council.

Following the selection process, three panels will be formed for the post of Staff Officer of suitably qualified candidates to meet the requirements of the ratio of the posts to be confined to the local authority sector, open and those confined to Monaghan County Council. The order of candidates placed on each of the three panels is determined by where they are placed on the overall Order of Merit List.

Panel A (Confined to Local Authority Sector) will comprise of successful applicants in order of merit from within the Local Authority Sector only i.e. candidates serving in a local authority or Regional Assembly (where applicable).

Panel B (Open) will comprise of all successful applicants in order of merit and may include candidates serving in a local authority, regional assembly, and external applicants.

Panel C (Confined to Monaghan County Council) will comprise of all successful applicants in order of merit from within the recruiting Local Authority i.e. candidates serving in Monaghan County Council.

The post holder shall not engage in any gainful occupation, other than as an employee of a local authority, to such an extent as to impair the performance of his or her duties as an employee of a local authority or in any occupation which might conflict with the interests of the local authority, or which might be inconsistent with the discharge of his/her duties as a local authority employee.

Salary:

The salary shall be fully inclusive and shall be as determined from time to time. Starting pay for new entrants will be at the minimum of the scale. Holders of the post shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to or received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform. An allowance may also be payable in respect of travel expenses and subsistence.

The salary scale for the post is: -

€51,210, - €52,739, - €54,301, - €55,895, - €57,501, - 1st LSI €59,373, -2nd LSI €61,252,

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government, and Heritage. Appointees who are not existing public servants will enter at the minimum point of the scale.

Probation:

Where a person who is not already a permanent employee of a local authority is appointed, the following provisions shall apply: -

(a)              there shall be a period after such appointment takes effect, during which such person shall hold such position on probation;

(b)             such period shall be twelve months, but the Chief Executive may, at his discretion, extend such period;

(c)              such person shall cease to hold such office at the end of the period of probation, unless during such period, the Chief Executive has certified that the service of such person is satisfactory.

Hours of Duty:

The successful candidate’s normal hours of work will be 35 hours per week. Flexible working arrangements apply. The Council reserves the right to alter the hours of work from time to time. The role requires flexibility in terms of working hours as the duties may involve working outside of normal office hours.

Annual Leave

The annual leave entitlement will be 30 days per annum.

Health

For the purpose of satisfying the requirement as to health it will be necessary for each successful candidate, before he/she is appointed, to undergo a medical examination by a qualified medical practitioner to be nominated by the local authority.

Superannuation:

Membership of the Local Government Superannuation Scheme or the Single Public Service Pension Scheme is compulsory for all employees. Details will be provided to the appointee prior to appointment.

Superannuation contributions

Persons who become pensionable officers of a Local Authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. 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 dependant or qualified children).

Persons who become pensionable officers of a Local Authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 5% of their pensionable remuneration.