Administrative Officer

Job Summary

Dublin and Dun Laoghaire Education and Training Board is a statutory local education authority operating under the terms of the Education and Training Boards Act 2013. The ETB provides mainstream educational programmes to schools and colleges as well as providing a wide range of adult and community programmes. The ETB’s educational remit extends from Balbriggan in the north of the county to Lucan in the west, to Dun Laoghaire in the south.

Dublin and Dun Laoghaire Education and Training Board (DDLETB) serves the three county council areas of Dún Laoghaire-Rathdown, South Dublin and Fingal and a population of 862,468 people. The administrative area covered by Dublin and Dún Laoghaire ETB reaches from Balbriggan in north County Dublin, to Dún Laoghaire in south County Dublin and Lucan in west County Dublin. As a statutory body, DDLETB has responsibility for a wide and varied suite of education and training services including Primary, Post Primary, Further Education and Training (FET) settings and Youth Services.

In 2023, over 4,500 staff were employed in DDLETB and they provided services to the 75,000 learners who participated in the education and training services provided by DDLETB.

Job Title

Administrative Officer - Grade VII - Funding

Nature and Duration of ContractEmployment

Permanent in accordance with General Conditions of

Department

Further Education and Training (FET)

Reporting To

Manager, FET Planning, Data, and Funding

Location of Post

Head Office, 1 Tuansgate, Belgard Square East, Tallaght, Dublin 24

Salary Scale

€58,251 p.a. - €70,654 p.a.

New appointees to any grade start at the minimum point of the scale. Incremental credit is normally ranted on appointment, in respect of current experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Annual Leave

29 working days per annum (pro-rata).

Working Week

35 hours per week (exclusive of one hour lunch)

Probation

In accordance with S.I. No. 686/2022 - European Union (Transparent and Predictable Working Conditions) Regulations 2022, the period of probation shall not exceed 12 months.

Superannuation

Membership of the ETB Superannuation Scheme and of the ETB’s Spouses and Children’s Scheme is automatic and compulsory.

Equality, Diversity & Inclusion

In accordance with ETB’s commitment to equality of opportunity for all job applicants, you are asked to request any reasonable accommodation in sufficient time to ensure you can participate fully in the recruitment process.

Please contact recruitment@ddletb.ie should you require any assistance.

A panel may be created as a result of this campaign from which current and future permanent and temporary vacancies of full or part-time duration may be filled. 

Job Objectives

Overview of the Role

The primary purpose of the role of the Administrative Officer G7 is to co-ordinate funding from SOLAS and other potential funders to support all Workforce Development (including Stills to Advance), Apprenticeship and Pathways FET provision. Responsibilities include researching funding opportunities, preparing funding applications, and managing relationships with funders and internal stakeholders to ensure compliance with all funding requirements. The Administrative Officer will work closely with the FET leadership team to identify FET funding requirements necessary to meet the needs of learners and stakeholders in our region.

Duties and Responsibilities

• Under the direction of the Manager, FET Planning, Data and Funding, represent DDLETB on working groups with other agencies, stakeholders and SOLAS etc. as required.
• Supervise and develop all relevant staff as required.
• Establish and maintain strong and effective links with FET managers, APOs, and other stakeholders, including the Enterprise Engagement team, to prepare high-quality funding applications proposals, reports, returns ensuring timely submission.
• Meet with individual FET managers to conduct initial and ongoing funding needs analysis and ensure that FET programmes including Skills to Advance are funded adequately to meet identified needs.
• Establish and maintain regular contact with FET management, Finance and HR managers to ensure reconciliation of pay and non-pay expenditure in accordance with programme guidelines and available funding.
• Ensure accuracy of all supporting documentation as required by SOLAS & DDLETB in relation to the funding of DDLETB FET activities, including Skills to Advance and work with the ATO to ensure alignment of activity with the appropriate funding pot.
• Coordinate and promote FET DDLETB to funders, organizing site visits, presentations, and events to showcase the outcomes of funded projects and promote potential of the DDLETB region.
• Assist in preparing FET input for the DDLETB Service Plan and Annual Report.
• Promote excellence and foster teamwork by liaising between FET Management, Finance, HR and other stakeholder to promote the importance of proper coding, tracking, and reporting of funds received for FET provision and projects including Skills to Advance.
• Suggest improvements to current funding systems and services, ensuring compliance with funder guidelines and preventing under or overspending of available resources.
• Based on evaluations of the current system, assist in developing a more strategic approach to securing funding for FET strategic priorities, including Skills to Advance, digital transformation, green skills, micro-credentialing, and community partnerships
• Work with colleagues to assist in the development and maintenance of a database of potential new funding sources. Assist in securing funding from external sources for strategic FET priorities.
• Supply/present reports and statistics at regular intervals or as required.
• Assist with FET audit requirements as needed.
• Liaise with FET management team to ensure records are kept in line with the Data Retention period for the programme.
• Travel periodically to FET schools, colleges, and centres as required
• Any other duties appropriate to the post as may be assigned from time to time.

Skills Requirement

Essential Qualifications and Skills

• A qualification at Level 7 on the National Framework of Qualifications or its equivalent, and/or significant relevant work experience ideally in FET, Higher Education or Community and Voluntary Sector.
• Third level qualification(s) in relevant discipline(s) commensurate with this role would be a decided advantage.

Desirable Qualifications and Skills

• Excellent ICT, accounting, administration and co-ordination skills (including proficiency in use of Excel).
• Knowledge of FET programmes/projects and services provided by DDLETB.
• Numeracy skills, attention to detail, and accuracy.
• Proven ability to work effectively on their own and work collaboratively as part of a team.
• Excellent interpersonal, communication and presentation skills.
• Proven ability to meet deadlines and identify and deal with problems.
• Successful applicant should have a full driving license, access to a car, and be willing to travel.
• Willing to work outside normal working hours.

Grade VII Administrative Officer Level Competencies Effective Performance Indicators

Leadership

• Actively contributes to the development of the strategies and policies of the Department/Organisation.
• Brings a focus and drive to building and sustaining high levels of performance, addressing any performance issues as they arise.
• Leads and maximises the contribution of the team as a whole
• Considers the effectiveness of outcomes in terms wider than own immediate area
• Clearly defines objectives/ goals & delegates effectively, encouraging ownership and responsibility for tasks.
• Develops capability of others through feedback, coaching & creating opportunities for skills development
• Identifies and takes opportunities to exploit new and innovative service delivery channels

Analysis & Decision Making

• Is skilled policy analysis and development, challenging the established wisdom and adopting an open-minded approach.
• Quickly gets up to speed in a complex situation, rapidly absorbing all relevant information/data (written and oral).
• Uses numerical data skillfully to understand and evaluate business issues.
• Identifies key themes and patterns in and across different sources of information, drawing sound and balanced conclusions.
• Sees the logical implications of taking a particular position on an issue.
• Is resourceful and creative, generating original approaches when solving problems and making decisions.

Delivery of Results

• Assumes personal responsibility for and delivers on agreed objectives/ goals.
• Manages and progresses multiple projects and work activities successfully.
• Accurately estimates time parameters for projects and manages own time efficiently, anticipating obstacles and making contingencies for overcoming these.
• Maintains a strong focus on meeting the needs of customers at all times.
• Ensures all outputs are delivered to a high standard and in an efficient manner.
• Use resources effectively, at all times challenging processes to improve efficiencies.

Interpersonal & Communication Skills

• Communicates in a fluent, logical, clear and convincing manner verbally and in writing.
• Is able to listen effectively and develop a two-way dialogue quickly.
• Maintains a strong focus on meeting the needs of internal and external customers.
• Effectively influences others to take action.
• Works to establish mutual understanding to allow for collaborative working.

Drive & Commitment-Initiative / CPD

• Consistently strives to perform at a high level.
• Maintains consistent effort under pressure and is resilient to criticism or setbacks at work.
• Demonstrates high levels of initiative, taking ownership for projects and demonstrating self-sufficiency.
• Focuses on continuous professional development, striving to improve own and team performance.

Specialist Knowledge, Expertise and CPD/Self Development

• Has a clear understanding of the roles, objectives and targets of self and team and how they fit into the work of the unit and Department/Organisation and effectively communicates this to others
• Has high levels of expertise and broad Public Sector knowledge relevant to his/her area of work
• Focuses on self-development, striving to improve own and team performance