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Permanent Staff Officer (Grade V), Corporate Services, KWETB Head Office, Naas, Co.Kildare - CONFINED Competition - KWSO/20/02/MAY20

Kildare, Ireland
 Salary:  See Description for Details
Administrative and Clerical   Permanent
Closing Date: 29/05/2020 Closing Time: 12:00
Recruitment start: 13/05/2020

 

Job Summary

Kildare and Wicklow Education and Training Board invites applications for the post of permanent

Permanent Staff Officer (Grade V), Corporate Services, KWETB Head Office, Naas, Co.Kildare - CONFINED Competition - KWSO/20/02/MAY20

 

Job Title:                          Staff Officer (Grade V)

Hours per week:             37

Reporting to:                    Chief Executive, Director of Organisation Support and Development or Head of Department

Nature of Position:         Permanent wholetime

Salary: 

€42,777 €44,138 €45,499, €46,861 €48,221, €48,221,€48,221,€49,798, €49,798, €49,798,  €51,373

Annual Leave: 

25 days per annum. 

 

Please see information guide for more details 

Closing date 12 noon .on Friday 29th May 2020. Email queries to recruitment@kwetb.ie

 

Candidates must:

  • have the requisite knowledge, skills and competencies to carry out the role. Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service;
  • 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;
  • have at least two years in a Grade III post, or equivalent, or higher, in the Education and Training Sector. For the purposes of filling this vacancy at least two years’ service in an ETB Caretaker Grade will also be considered valid.
  • have successfully completed their probation period, or have successfully completed a probation period at a lower eligible grade.

A level of competency in the Irish language would be advantageous

Job Objectives

The Corporate Services Staff Officer, reporting to the Head of Corporate Services and Administrative Officer, will have responsibility, under general direction, for a large section or area of the Corporate Service Department. The Staff Officer must have the ability to multitask, meet multiple deadlines, project manage developments and be able to maintain a high degree of accuracy and attention to detail in completing their work.  The Staff Officer will take responsibility for decision making in the section or area and will have responsibility for staff management, project management and data management.  

 

Duties & Responsibilities will include:

 

Insurance:

  • Responsibility for the day to day management of all aspects of the insurance portfolio for KWETB, ensuring all KWETB premises, property, equipment and interests are adequately insured
  • Reporting and following up with any insurance claims made on behalf of and against KWETB and maintaining a register of same.
  • Liaising with KWETB insurers on a regular basis.

 

 

General

  • Assisting with management and supervision of work carried out in the General Corporate Services Section, including the post function, reception, ordering, petty cash, etc.
  • Assisting with Corporate Services work flows in relation to objectives set by the line manager /SMT or Directors
  • Planning and prioritising work in terms of importance, timescales and other resource constraints, reprioritising in light of changing circumstances for self and relevant staff teams
  • Making decisions in relation to service delivery on a daily basis with Corporate Services
  • Liaise with colleagues on management of projects, develop project plans and project reporting
  • Acting in a representative capacity for Corporate Services if required
  • Assisting in the management of resources
  • Contributing to the effective working of the Corporate Services Team by participating in team meetings and suggesting improved ways of working
  • Support the team effort to achieve key performance indicators and goals while promoting teamwork within Corporate Services
  • Support the team effort in developing short/medium/long term planning in line with KWETB
  • Preparation of reports for Corporate Services and other stakeholders
  • Assisting with Data Protection from time to time and providing administrative support
  • Assisting in the delivery of KWETBs statutory function in the processing of FOI requests, including liaising with relevant colleagues in a timely, specific and confidential manner
  • Provide assistance with the implementation of the Scéim Teanga for KWETB and monitoring/ reporting on compliance with same.
  • Oversight and management of the Boards legal services framework contracts
  • Monitor KWETBs phone system, working with the provider to ensure accuracy of service at all times
  • Provide assistance and support to new staff employed in Corporate Service and provide training where necessary
  • Contribute to various Corporate Service tasks as and when required, preparation of reports for SMT and supporting the creation of enhancing processes for new legislative requirements
  • Completing Returns and Audits in accordance with instructions and deadlines where necessary
  • Maintain a strong focus on self-development, seeking feedback, coaching and creating opportunities for self-development in order to maintain competences in the role which may require attending training
  • To carry out duties in consultation with the approval of the Line Manager, in a flexible manner and a spirit of teamwork with the other staff of Corporate Services
  • Any other duties appropriate to the needs of the Corporate Services department and KWETB as may be assigned by the CE/DOSD for the effective and efficient management of resources

 

Financial Supervision:     

  • Manage and oversee the processing of all invoices submitted to Corporate Services on a weekly basis, ensuring adequate sign off is in place before authorising invoices for payment
  • Supervise and monitor VTOS weekly master transactions in order to ensure payments are made to learners which may incorporate liaising with Co-ordinator or FET Director
  • Supervise and monitor Youthreach weekly master transactions in order to ensure payments are made to learners which may incorporate liaising with Co-ordinator or FET Director

 

 

 

Asset Management

  • Monitor asset management processes being carried out across the organisation in line with the Asset Management Policy

·         Manage an Asset Management System including maintaining a central Asset Register for KWETB. This will include implementing the system and providing training to each school/centre where necessary

 

Document Management

  • Assistance with the implementation and management of a document management system and process for KWETB

Please see attached information guide for more information

Skills Required

Requirements and Eligibility for the post:

Candidates must:

  • have the requisite knowledge, skills and competencies to carry out the role. Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service;
  • 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;
  • have at least two years in a Grade III post, or equivalent, or higher, in the Education and Training Sector. For the purposes of filling this vacancy at least two years’ service in an ETB Caretaker Grade will also be considered valid.
  • have successfully completed their probation period, or have successfully completed a probation period at a lower eligible grade.
  • A level of competency in the Irish language would be advantageous.

 

 

Competencies required

The appointee to the Staff Officer (Grade V) post will be required to show evidence of the following competencies:

 

People Management

  • Consults and encourages the full engagement of the team, encouraging open and constructive discussions around work issues
  • Gets the best out of individuals and the team, encouraging good performance and addressing any performance issues that may arise
  • Values and supports the development of others and the team
  • Encourages and supports new and more effective ways of working
  • Deals with tensions within the team in a constructive fashion
  • Encourages, listens to and acts on feedback from the team to make improvements
  • Actively shares information, knowledge and expertise to help the team to meet it’s objectives

 

 

 

Analysis and Decision Making

  • Effectively deals with a wide range of information sources, investigating all relevant issues
  • Understands the practical implication of information in relation to the broader context in which s/he works – procedures, divisional objectives etc
  • Identifies and understands key issues and trends
  • Correctly extracts & interprets numerical information, conducting accurate numerical calculations
  • Draws accurate conclusions & makes balanced and fair recommendations backed up with evidence

 

 

 

Delivery of Results

  • Takes ownership of tasks and is determined to see them through to a satisfactory conclusion
  • Is logical and pragmatic in approach, setting objectives and delivering the best possible results with the resources available through effective prioritisation
  • Constructively challenges existing approaches to improve efficient customer service delivery
  • Accurately estimates time parameters for project, making contingencies to overcome obstacles
  • Minimises errors, reviewing learning and ensuring remedies are in place
  • Maximises the input of own team in ensuring effective delivery of results
  • Ensures proper service delivery procedures/protocols/reviews are in place and implemented

 

 

 

 

Interpersonal and Communication Skills

  • Modifies communication approach to suit the needs of a situation/ audience
  • Actively listens to the views of others
  • Liaises with other groups to gain co-operation
  • Negotiates, where necessary, in order to reach a satisfactory outcome
  • Maintains a focus on dealing with customers in an effective, efficient and respectful manner
  • Is assertive and professional when dealing with challenging issues
  • Expresses self in a clear and articulate manner when speaking and in writing

 

 

Specialist Knowledge, Expertise and Self Development

  • Displays high levels of skills/ expertise in own area and provides guidance to colleagues
  • Has a clear understanding of the role, objectives and targets and how they support the service delivered by the unit and Department/ Organisation and can communicate this to the team
  • Leads by example, demonstrating the importance of development by setting time aside for development initiatives for self and the team

 

 

Drive & Commitment to Public Service Values

  • Is committed to the role, consistently striving to perform at a high level
  • Demonstrates flexibility and openness to change
  • Is resilient and perseveres to obtain objectives despite obstacles or setbacks
  • Ensures that customer service is at the heart of own/team work
  • Is personally honest and trustworthy
  • Acts with integrity and encourages this in others


 
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