Administrative Officer

PERMANENT ADMINISTRATIVE OFFICER, GRADE VII

Enterprise, Strategy and Communication Unit

Applications are invited for the post from suitable, qualified and experienced persons for the post of Permanent Administrative Officer, Grade VII, Enterprise, Strategy and Communication Unit.

Applications are based on the following Person Specification/Job Description.

POST OF ADMINISTRATIVE OFFICER:

The post holder will form part of the Management structure of Galway & Roscommon under the leadership of the Chief Executive/Director of FET.

CONDITIONS OF SERVICE:

Terms of Appointment:

The post is a pensionable, whole-time permanent contract.

Location:

Initially assigned to the Further Education and Training Administrative Headquarters, Mervue, Galway City, however the post holder could be moved to another area of the organisation as required.

Remuneration: €55,846 – €72,602 (including two long service increments).

As per Department of Education guidelines, new appointees who are entering this grade for the first time will start at the minimum point of the scale, however incremental credit may apply, if, immediately prior to appointment the appointee is already a service Civil or Public Servant.

Rate of remuneration may be adjusted from time to time in line with Government pay policy.

The salary is not subject to negotiation.

Annual Leave:

The annual leave entitlement for this post is 29 days per annum.

How to apply:

Completed applications must be submitted via online portal no later than by 12.00 p.m. Wednesday,

15th November 2023.Person

Specification Essential

Each candidate must:

·Have the requisite knowledge, skills and competencies to carry out the role;

·Be capable and competent of fulfilling the role to a high standard;

·Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise;

Desirable

·Have a degree equivalent to level 7 or higher on the National Framework of Qualifications in a relevant discipline;

·Have significant experience in managing staff including but not limited to general staff supervision, team work scheduling, staff development and training;

·Have excellent administrative and IT Skills;

·Be self-motivating, flexible and results focused;

·Ability to prioritise and manage work in a dynamic and pressurised environment;

·Excellent judgement, problem-solving, analytical and decision-making skills;

·Proven record as a team-player with a flexible approach;

·Excellent organisational, communication, and interpersonal skills;

·Have an understanding of the main features and current challenges of public service and regulatory reform;

·Inniúlacht le dualgais an phoist achomhlíonadh go héifeachtach trí mheán na Gaeilge/Capacity to discharge the duties of the post through the medium of Irish

Job Description

Administrative Officer, Grade VII

The initial appointment will be to the Enterprise, Strategy and Communications unit; however, the area of responsibility may change in line with the needs of GRETB (Galway and Roscommon Education and Training Board).

The successful candidate will;·

Play a key role in managing, developing, and providing support to Further Education and Training (FET) services that empower people, communities, and enterprises to reach their full potential.

·Coordinate and promote GRETB Enterprise, Strategy and Communications initiatives across the organisation.

·Liaise with stakeholders to ensure consistent and strategic relationship development in line with GRETB’s strategy statement.

·Participate in GRETB Employer Engagement activities including establishing and maintaining effective links with employers and gathering and presenting labour market intelligence and research in relation to the skills needs of employers in the region.

·Oversee marketing and promotion of all GRETB employment focused services through all available media including social media, printed material, radio, newspapers, open days etc.

·Manage internal and external information resources, including publications, website and social media channels, knowledge bases and intranet.

·Develop and implement communications strategies and plans in line with GRETB overall strategic goals including those that enable GRETB to communicate effectively with its key audiences.

·Ensure that GRETB communications and information services are compliant with statutory obligations including data protection, Irish language, equality, and accessibility;

·Engage and liaise with internal and external stakeholders to ensure that the reputation, public image, and profile of GRETB is maintained and enhanced;

·Support strategic development opportunities as they arise through research, identification of opportunities and business case development as required by GRETB senior leadership.

·Such other duties as may be specified by Senior Management of GRETB.

·Willingness to work flexibly.

This job description is not intended to be a comprehensive list of all duties involved and consequently the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time by the CE and to contribute to the development of the post while in the role.

Competencies Required

The appointee to this Administrative Officer, Grade VII post will be required to show evidence of the following competencies:

Team Leadership

·Works with the relevant team to facilitate high performance, developing clear and realistic objectives and addressing performance issues if they arise;

·Provides clear information and advice as to what is required of the team;

·Strives to develop and implement new ways of working effectively to meet GRETBs objectives;

·Leads the team by example, coaching and supporting individuals as required;

·Places high importance on staff development, training and maximising skills and capacity of team;

·Is flexible and willing to adapt, positively contributing to the implementation of change;

·Analysis and Decision Making

·Gathers and analyses information from relevant sources, whether financial, numerical or otherwise weighing up a range of critical factors;

·Takes account of any broader issues and related implications when making decisions;

·Uses previous knowledge and experience in order to guide decisions;

·Makes sound decisions with a well-reasoned rationale and stands by these decisions;

·Puts forward solutions to address problems;

·Management and Delivery of Results

·Takes responsibility and is accountable for the delivery of agreed objectives;

·Successfully manages a range of different projects and work activities at the same time;

·Structures and organises their own and others work effectively;

·Is logical and pragmatic in approach, delivering the best possible results with the resources available;

·Delegates work effectively, providing clear information and evidence as to what is required;

·Proactively identifies areas for improvement and develops practical suggestions for their implementation;

·Demonstrates enthusiasm for new developments / changing work practices and strives to implement these changes effectively;

·Applies appropriate systems / processes to enable quality checking of all activities and outputs;

·Practices and promotes a strong focus on delivering high quality customer service, for internal and external customers of GRETB;

Interpersonal and Communication Skills

·Builds and maintains contact with colleagues and other stakeholders to assist in performing role;

·Acts as an effective link between staff and senior management;

·Encourages open and constructive discussions around work issues;

·Projects conviction, gaining buy-in by outlining relevant information and selling the benefits;

·Treat others with diplomacy, tact, courtesy and respect, even in challenging circumstances;

·Presents information clearly, concisely and confidently when speaking and in writing;

·Specialist Knowledge, Expertise and Self Development

·Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, relevant policies etc.;

·Has a clear understanding of the role, objectives and targets and how they fit into the work of the unit and Department/

Organization and communicates this to the team;

·Is proactive in keeping up to date on issues and key developments that may impact on own area, GRETB or the wider public service;

·Has significant expertise in his/ her field;

·Drive and Commitment to Public Service Values

·Strives to perform at a high level, investing significant energy to achieve agreed objectives;

·Demonstrates resilience in the face of challenging circumstances and high demands;

·Is personally trustworthy and can be relied upon;

·Ensures that customers are at the heart of all services provided;

·Upholds high standards of honesty, ethics and integrity.