Vistor Services & Administration Supervisor

The Position

The Council now invites applications from suitably qualified persons who wish to be considered for inclusion on a panel from which permanent and fixed term contract posts for the position of Visitor Services & Administration Supervisor for Belvedere House, Gardens and Park be drawnBelvedere House, Gardens & Park is a high-quality tourist attraction. Situated on the beautiful north-east shore of Lough Ennell, Belvedere House, Gardens and Park is a magnificent 160-acre Lakeside estate with fully restored Georgian Villa, Victorian Walled Garden and naturalistic designed 18th century parkland complete with curious and quirky Romantic follies – The Jealous Wall, The Octagonal Gazebo and The Gothic Arch. 

Belvedere House Gardens & Park is managed on a sound commercial basis, having regard to its historical, educational and community importance. Westmeath County Council is seeking to appoint a Visitor Services & Administration Supervisor for Belvedere House, Gardens and Park. The Visitor Services & Administration Supervisor will be charged with carrying out the following duties:

Duties & Responsibilities

·       Supervision of cash receipting processes and lodgement preparation/banking arrangements.

·       Managing Creditor set-up and responsibility for payment preparation processes.

·       Managing Customer Accounts including invoicing and debt follow up procedures.

·       To be involved in the day-to-day financial management of the operational expenditure including identification of opportunities for revenue generation.

·       Development of revenue generation opportunities including establishing and managing retail operations.

·       Provision of Guided Tours and coordination of tour bookings.

·       Preparation of weekly staff rosters for approval by the Belvedere Manager.

·       Appropriate day to day supervision, managing, training and supporting of the reception/customer service team, as may be designated by the Manager.

·       Verification and checking of weekly staff time sheets for approval by the Manager and recording of all leave arrangements for Belvedere staff.

·       Enhancing visitor engagement, managing reception and handling enquiries including undertaking reception duties.

·       Support the Manager to ensure work programmes are implemented to deliver on Belvedere’s Masterplan and Westmeath County Council’s corporate and operational objectives, including planning, and prioritizing work and allocating resources.

·       Preparation of monthly budget reports for submission to the Manager.

·       Preparation of monthly Visitor Numbers reports for submission to the Manager.

·       Supervision of general event bookings and support with event development and management at Belvedere and liaising with and reporting to the Manager in respect of new event bookings, usage charges, special requirements, policy changes, etc.

·       Liaising with Café Supervisor & Contractors employed from time to time in relation to day-to-day activity at Belvedere House, Gardens & Park and reporting to the Manager of Belvedere generally and specifically in respect of issues arising to be addressed, policy amendments etc.

·       Responsible for membership management including sending renewals, reminders and working with marketing to increase membership.

·       Contributing to the marketing of Belvedere as required through various media and social media platforms

·       The ability to provide First Aid is necessary (training will be provided).

·       Ensure compliance with health and safety requirements, policies and procedures and safe systems of work.

·       Other duties as may from time to time be assigned by the Management Structure.

 

Qualifications for the Post

1.    Character

Candidates shall be of good character.

2.    HealthCandidates 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

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, Experience

Candidates must have on the latest date of receipt of completed application forms:

§  Have a good standard of education to enable the duties of the post to be performed for this post.

§  Minimum of 1 year relevant experience in customer service management including staff management in tourism, hospitality or arts environment.

§  The ability to provide guided tours of Belvedere House, Gardens and Park.

§  The capacity to interact effectively with people from a broad range of sectors and groups, including the local tourism trade.

§  Experience in managing and growing tourism bookings online, over the phone and by direct contact with customers and others from the tourism sector.

§  Excellent interpersonal, communication and administration skills.

§  The capacity to work on own initiative and to contribute well in a team-based environment.

§  Familiarity with financial management systems and ticketing systems would be an advantage.

 

*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.

5.    The ideal candidate:

Desirable Education/Experience

§  A Third level qualification in Tourism, Business, Marketing or other relevant area.

§  A good basic knowledge of Belvedere House, Garden and Park’s history.

§  An understanding of the opportunities afforded by social media for tourism marketing and development and visitor servicing.

 

Particulars of Office (including retirement)

1.    The Post

A panel will be formed for an initial period of one year and this may be extended for a further year at the discretion of the Chief Executive. The panel may be used to fill permanent & fixed term positions that may arise for its duration. Vacancies will be offered in order of merit as per the panel. Vacancies may arise on a county-wide basis. Westmeath County Council reserves the right to assign employees to any work location having regard to funding and/or operational circumstances.

 

2.    Salary

The current salary for the post of Visitor Services & Administration Supervisor, Belvedere House, Gardens & Park is €844.48 to €911.39 per annum (including Long Service Increments), which is analogous to the Water & Sewerage Caretaker Grade 5 per Circular EL 02/2026. Payment of increments is dependent on satisfactory performance. Entry point of this scale will be determined in accordance with the Circulars issued by the Department of Housing, Planning, Community and Local Government.

New Entrants to the Local Authority Service commence on the 1st point of the scale in accordance with current Government Policy as set out in Department of the Environment Circular Letter EL 02/2011 of 28th January 2011 and Circular EL 05/2016 dated 5th February 2016.

Remuneration is paid fortnightly by PayPath directly to the employee’s nominated bank account. The current pay cycle may be revised during the period of employment.

Remuneration is subject to all statutory deductions e.g. PAYE and PRSI. 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.

You agree that in the event of an overpayment of salary or other monies to you, the Council reserves the right to deduct monies from your “wages” (for the purposes of the Payment of Wages Act, 1991) for the purpose of reimbursement of the Council of the amount of the overpayment(s), in keeping with the Payment of Wages Act 1991, Section 5(5

3.    Superannuation and Retirement

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

A person who becomes a pensionable employee of a local authority who is liable to pay the Class A rate of PRSI contribution will be required in respect of superannuation to contribute to the local authority at the rate of 1.5% of 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).

A person paying Class A rate of PRSI who becomes a pensionable employee of a local authority will be required in respect of the Local Government (Spouses and Children's Contributory Pension) Scheme to contribute to the local authority at the rate of 1.5% 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).

A person who becomes a pensionable officer of a local authority who is liable to pay the Class D rate of PRSI contribution will be required in respect of his/her superannuation to contribute to the local authority at the rate of 5% of pensionable remuneration. A person paying Class D rate of PRSI who becomes a pensionable Officer of a local authority depending on their existing scheme, may be a member of a dependent scheme i.e. either the Local Government (Widows & Orphans Contributory Pension) Scheme or Local Government (Spouses and Children’s Contributory Pension) Scheme and if a member of either scheme will be required in respect of this to contribute to the local authority at the rate of 1.5% of pensionable remuneration in accordance with the terms of the scheme.

Employees are admitted to the Superannuation Scheme in accordance with the terms of the Local Government Superannuation (Consolidation) Act, 1998 and the Superannuation (Miscellaneous Provisions) Act 2004, with effect from date of appointment. This scheme is contributory and provides pension, retirement and death gratuities.

In order for a new entrant to the scheme to qualify for a pension, the employee must have served a minimum of two years employment in a local authority.

For new entrants under the Single Public Service Pension Scheme, effective from 1st January 2013, superannuation contributions are as follows: 3.5% of net pensionable remuneration and 3% of pensionable remuneration. Pension and retirement lump sum will be based on career-average pay; pensions will be coordinated with the State Pension ContributoryPublic 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.

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 70 years.

4.    Probation

a.     There shall be a period after such appointments take effect during which such persons shall hold the position on probation.

b.     such period shall be one year, but the Chief Executive may at his/her discretion extend such period.

c.      The person appointed shall cease to hold office at the end of the period of probation unless the Chief Executive has certified that the service of the person in such office is satisfactory.

The Local Authority shall require persons to whom appointments are offered to take up such appointments within a period of not more than one month and if they fail to take up the appointments within such period or such longer period as the local authority in its absolute discretion may determine, the local authority shall not appoint them.

5.    Annual Leave

The annual leave entitlement shall be 25 days public holidays will be governed by the provisions of the Organisation of Working Time Act 1997 and local agreements which may apply from time to time.

6.    Working Hours

Normal working hours are 35 hours per week. The Council reserves the right to alter your hours of work from time to time.

The person appointed may be required to attend meetings as occur outside of normal working hours at which your attendance is required by virtue of the position you hold with Westmeath County Council, any such attendance will be considered as part of your normal duties.

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.

7.    Sick Leave

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

8.    Location

Westmeath 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.

9.    Code of Conduct/Organisation Policies

Employees are required to adhere to all current and future Westmeath County Council codes of practice including Code of Conduct of Employees and all current and future organisational policies.

10. Training

It is a condition of employment that successful candidates will be required to participate in training programmes relevant to the skills for the performance of the duties attached to the post.

11. Safety and Welfare

Westmeath County Council as an Employer is obliged to ensure, so far as it is reasonably practicable the Safety, Health and Welfare at Work of all its employees. Under the Safety, Health and Welfare at Work Act 2005, the County Council has a legal duty to exercise all due care and take all protective and preventative measure to protect the Safety, Health and Welfare of its employees. The holder of the post shall co-operate with the terms of Westmeath County Council Safety Statement and Major Emergency Plan. He/she shall familiarise him/herself with the safety rules and procedures and make proper use of all safety clothing and equipment.

All employees also have a legal obligation under Safety and Health legislation to co-operate with management and not engage in any improper conduct or behaviour or do anything which would place themselves or others at risk. Employees must not be under the influence of an intoxicant at the place of work.

Employees must comply with all Safety and Health rules and regulations and attend all required Safety and Health Training.

12. Driver’s Licence & Insurance

It is desirable that the post holder shall hold a full driving licence for Class B vehicles, as he/she may be required to use your motor car in the course of their duties and for this purpose provide and maintain a car to the satisfaction of the Council. It is the responsibility of the post holder to arrange insurance cover for business use and to indemnify Westmeath County Council with the indemnity specified on your insurance certificate under the heading “Persons or classes of person who are covered”. Travelling and subsistence expenses incurred in the course of official duties will be refunded in accordance with the relevant Department Circulars and Local Authority Travel and Subsistence 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.

13. Garda Vetting

Successful candidates may be subject to Garda Vetting in advance of appointment to the position.

14. Employee Benefits

Examples of some of the current Employee Benefits include:

·  Allocation of 30 Days Annual Leave per annum (pro-rata)

·  Access to Flexi Time Scheme

·  A range of Family Friendly Policies

·  Availability of an Optical Benefit Scheme

·  Availability of a Cycle to Work Scheme

·  A range of Learning and Developmental Opportunities

·  Paid Maternity and Paternity Leave

·  Option to become a member of Westmeath County Council’s Social Club

·  State of the art office accommodation in our Civic Headquarters

·  Automatically entered into a pension scheme

·  Access to the services provided under Westmeath County Council’s Employee Assistance Programme (EAP).

15. Recruitment

Shortlisting Stage:

If the volume of applicants for the position is such that it would not be practical to interview all candidates, Westmeath County Council may decide to carry out a short-listing process to select candidates for interview based on an examination of the application forms, appear to be the most suitable for the position to bring forward to the interview stage.

Application forms will be examined 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 interest to provide a detailed and accurate account of your relevant qualifications/experience and complete all sections on the application form.

Candidates can expect all enquiries, applications, and all aspects of the proceedings to the extent that they are managed by Westmeath County Council are treated as strictly confidential subject to the provisions of the Freedom of Information Act 2004.