Staff Officer

The Staff Officer is the first level of line management within the local authority administrative grades. A Staff Officer has a supervisory role in the day to day operations and management of a work area, section or team. The Staff Officer also works as part of a wider multi-disciplinary team within one of the local authority Directorates, to provide administrative support and quality customer service across the broad range of local authority front line and internal services. Front line services include social housing; transportation infrastructure; environmental protection; water, wastewater, recreation, amenity and cultural services such as the arts and public library service.  Internal services include corporate, finance, IT and human resource functions. Local Authorities also play a key role in supporting economic development and enterprise promotion at local level.

The Staff Officer is also charged with implementing work programmes to achieve goals, targets and standards as set out in the Departmental and Team Development Plans, Corporate Plan and Annual Service Delivery Plan.

The Staff Officer will generally work under the direction and management of an Administrative Officer or Senior Executive Officer and may from time to time, be required to deputise for a more senior grade. The successful candidate will therefore require excellent administrative, communications and people management skills as the role entails assuming supervisory and budgetary responsibility for a particular division or function of the local authority. The ideal candidate will therefore be a highly motivated person, with a strong sense of commitment to delivering quality public services 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 and ensures impartial decision making at all time.

ESSENTIAL REQUIREMENTS FOR THE POST

Candidates are required to demonstrate the following knowledge, understanding & experience relevant to the post:

• Understanding of the role of a Staff Officer
• Possess relevant experience in administration, staff supervision & team working
• Knowledge of local authority services, key stakeholders and relationships
• Understanding of local government structures and its democratic role and mandate
• Knowledge of current local government issues & key policies guiding the local government sector
• Public service values

Candidates must also be able to demonstrate that they have sufficient competence in the following key skills which are essential for the role:

• Communications and interpersonal
• Working effectively as part of a team
• Resource management
• Organisational and time management
• Problem solving
• Project management
• Administration and report writing
• Operation of ICT systems and standard office software packages
• Customer service
• Dealing effectively with conflicting demands
• Working under pressure to tight deadlines
• Adapting to change
• Acting on own initiative
• Ability to communicate effectively across different levels within an organisation
• Maintaining confidentiality

COMPETENCIES FOR THE POST

Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take particular note of these when completing the application form as any short-listing or interview processes will be based on the information provided by candidates:

Thinking Style and Approach

• Understanding and openness to implementing change
• Developing and maintaining positive and productive working relationships
• Problem solving
• Decision making

·       Analytical skills

Delivering Results

• Translating the business or team plan into clear priorities and actions for their area of responsibility
• Plan work and allocation of staff and other resources effectively
• Implement high quality service and customer care standards
• Make decisions in a timely and well informed manner

Performance Management

• Lead and develop the team to achieve corporate objectives
• Effectively manage performance
• Dealing with conflict
• Managing time and working effectively
• Maintain a positive and constructive and enthusiastic attitude to role

Communicating Effectively

• Effective written and oral skills
• Persuading and influencing others
• Establishing and maintaining key internal and stakeholder relationships

Personal Effectiveness

• Taking initiative and be open to taking on new challenges or responsibility
• Resilience and Personal Well-Being
• Commitment to integrity & Public Service Values
• Personal Motivation

·        Political awareness

Key Duties and Responsibilities

Details of Key Duties and Responsibilities are outlined under “Particulars of Office”

PANEL FORMATION

Recruitment arrangements to this grade will now be on the following basis:

The Council will form three separate panels of suitably qualified candidates to meet the requirements agreed nationally of the ratio of posts to be confined to the local government sector, open and those confined to Offaly County Council staff. The order of candidates placed on each of the three panels is determined by where they were 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 Offaly County Council) will comprise of all successful applicants in order of merit from within the recruiting Local Authority i.e. candidates serving in Offaly County Council

For the purposes of the above, the sector Panel A is comprehended to include all Local Authorities and the three Regional Assemblies only. Staff who are not existing employees of local authorities or regional assemblies are not eligible to apply for competitions confined to the sector (Panel A) or to the local authority (Panel C).

QUALIFICATIONS

1.     Education, Training, Experience, etc.

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

APPLICANTS TO PANEL B (OPEN)

(i) (a) have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects (or four 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 (Second Level – Leaving Cert equivalent),

Or

(iii) hold a third level qualification of at least degree standard (Level 7 on the Framework),

And

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

* Copies of qualifications must be attached to support this application. Failure to provide qualifications will deem this application invalid.

2.     Citizenship

Candidates for any of the above panels 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.

3.     Driving Licence

The Holder of the Post of shall hold a full driving licence for Class B vehicles free from endorsement/disqualification. When required to do so, holders of office shall drive a motor car in the course of their duties and for this purpose provide and maintain a car to the satisfaction of the local authority.

4.     Character

Candidates shall be of good character.

5.     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.

* 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, overseas qualifications must also be accompanied by a translation document.

PARTICULARS OF OFFICE

1.     The Post:

The post is permanent, whole-time and pensionable. A panel will be formed for an initial period of one year and this may be extended for a period of time at the discretion of the Chief Executive. The panel will be used to fill appropriate positions that may arise for its duration. Positions will be offered in order of merit as per the panel.

2.     Salary:

The salary shall be fully inclusive and shall be as determined from time to time.  Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular.   Starting pay for new entrants will be at the minimum of the scale.  Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale, and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee’s current point of scale.  The rate of remuneration may be adjusted from time to time in line with Government pay.

The current salary scale applicable to the post is €51,722 - €61,865 LSI 2

3.     Duties:

The duties of the post are to give to the local authority, and

a)     such other local authorities or bodies for which the Chief Executive, for the purposes of the Local Government Acts 2001 and 2014, is Chief Executive, and

b)    to any other local authority or body with which an agreement has been made by the local authority, or by any of the authorities or bodies mentioned in subparagraph (a) of this paragraph under the general direction and supervision of the Chief executive or such other employee as the Chief Executive may from time to time determine, such appropriate services of an executive, administrative or management nature as may be required by any local authority or body herein before mentioned in the exercise and performance of any of its powers, functions and duties to exercise such powers, functions and duties as may be delegated to him/her by the Chief Executive from time to time, including the duty of servicing all committees that may be established by any such local authority or body. The post holder will, if required, act for an employee of a higher level. The post holder may be required to work outside his/her normal job description from time to time.

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:

• To be responsible for the supervision of a work area of section/department within the Council, including supervision of a team;
• Responsibility for the day to day operations of the section/department;
• Management and supervision of staff within the section/team to include training and development of such staff;
• Assign and monitor the work programme for the section/department;
• Provide administrative support based on a thorough understanding of the overall workings and policies of a section;
• Motivate, empower and encourage staff to achieve maximum performance by supporting the current Performance Management and Development System (PMDS);
• Analyse and report on the workings of the section/department;
• Prepare budgets and ensure that work programmes are implemented within allocated budgets;
• Represent the section/department at interdepartmental and external meetings to include giving progress reports or making of presentations;
• Support senior line managers in ensuring section or department work programmes are implemented so as to deliver on the Council’s operational and service delivery plans;
• Develop and maintain productive working relationships both internally and externally to organisation;
• Provide support and assistance in the delivery of projects as required;
• Identify opportunities for improvements in service delivery within their section or team;
• Support and implement change management initiatives within their section or team;
• Support to team members and employees, handling day to day issues, ensuring compliance with all council policies and procedures and legislative requirements;
• Ensure compliance with Health and Safety legislation requirements, policies and procedures and safe systems of work;
• Use all technology including IT and financial systems and any equipment assigned;
• Complete all essential training successfully;
• Carry out duties in a politically neutral and impartial manner that enhances public trust and confidence in the local authority decision making process;
• To act or deputise for more senior personnel when required;
• Undertaking any other duties of a similar level and responsibility, as may be required, or assigned, from time to time;

4. Work Base:

Offaly County Council reserves the right to assign you to any department or premises in use by the Council, now or in the future. Changes in location of employment will not result in payment of disturbance money or other compensation. The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

5. Working Hours:

The working hours at present provide for a five day, thirty-five hours working week, hours may vary from time to time.

The working hours may be reviewed at any time by the Council. The post may require flexibility in working outside of normal hours, including at weekends, as necessary. No additional remunertation will be paid in respect of such activities.

The provisions of Offaly County Council’s Time and Attendance Policy is applicable to this grade at the current time. A flexible working hours system is in operation subject to the terms and conditions of the Time and Attendance Policy.

6. Annual Leave:

The current annual leave entitlement is 30 days. Granting of annual leave, payment for annual leave and arrangement for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended)

7. Sick Leave:

The terms of the Public Service Sick Pay Scheme will prevail.

8. Probation:

Appointees will be on probation for the first year of employment. The terms of the Offaly County Council Probation Policy will apply.

9. Superannuation:

Public Service Pensions (Single Scheme and Other Provisions) Act 2012: New members joining the Public Sector on or after 1st January, 2013 will be required to join the Single Public Service Pension Scheme. The Single Scheme applies to all pensionable first-time entrants to the Public Service as well as to former public servants returning to the public service after a break of more than 26 weeks. A rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 3% 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). This includes a contribution to a Spouse’s and Children’s Scheme. Pension and retirement lump sum based on career-average pay, pensions will be co-ordinated with the State Pension Contributory (SPC).

For persons who commenced public sector employment prior to 1st January 2013: Persons who become pensionable employees 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 (ie. 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 employees 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.

All persons who become pensionable employees of a local authority will be required in respect of the Local Government (Spouses and Childrens Contributory Pension) Scheme to contribute to the local authority at the rate of 1.5% of their pensionable remuneration in accordance with the terms of the scheme.

10. Retirement:

Public Service Pensions (Single Scheme and Other Provisions) Act 2012: The compulsory retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 is 70 years. Minimum pension age of 66 years, rising to 67 years and 68 years in line with State Pension age changes, is applicable.

Public Service Superannuation (Miscellaneous Provisions) Act, 2004:

There is no mandatory retirement age for ‘New Entrants’ from 1st April, 2004 to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004. 65 years is the minimum age at which a person may be paid. As a new entrant to the public service, under the terms of this legislation, new entrants will not be required to retire on grounds of age.

Anyone who is not a ‘New Entrant’ to the public service, defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is subject to compulsory retirement age of 65 years.

11. Travel:

Holders of the post shall hold a full driving licence for class B vehicles and shall drive a motor car in the course of their duties and for this purpose, provide and maintain a car to the satisfaction of the local authority. Travelling expenses and subsistence expenses necessarily incurred in the course of official duties will be refunded in accordance with appropriate rates in line with the relevant Department circulars and Local Authority Travel and Subsistence Policy.

Offaly County Council, as employer, must be indemnified on your insurance policy. If during your employment, your licence is revoked, even temporarily, or if you receive endorsements on your licence, which may affect your duties, you are obliged to notify the Council immediately.