Administrative Officer

Salary Scale: €58,251 - €75,728

(Salary will be paid in accordance with such rates as may be authorised by the Minister for Education. Please note that new appointees who are entering this grade for the first time will start at the minimum point of the scale).

Overview of Kilkenny and Carlow Education and Training Board Kilkenny and Carlow Education and Training Board (KCETB) is the largest education and training provider in counties Kilkenny and Carlow and offers a broad range of education and training services to approximately 14,000 students and learners on an annual basis. We manage 13 post-primary schools across the two counties and are the leading provider of Further Education and Training (FET). Through our FET Service, we offer a wide range of fulltime and part-time courses, such as apprenticeships, basic education, community education and Youthreach (for early school leavers) as well as student supports and services for employers. We also manage music education through the Music Generation programme and we co-ordinate the delivery of youth services. We have a history of responding flexibly to community and employer needs and aspirations.

Purpose of the Post The Administrative Officer will be assigned the role of Assistant Head of Capital Projects, Estates and Procurement and report to the Head of CEP, Director of Organisation Support and Development (OSD) and Chief Executive. The post holder is a key member of OSD Management team and, in conjunction with the Head of CEP, is responsible for the efficient and effective delivery of the CEP function as required by senior management and for the management of associated human, financial and operational resources as assigned. The postholder will undertake a wide range of responsibilities to manage, support and ensure a quality CEP service in KCETB. The CEP function includes: capital projects, estate management, health & safety, climate action and sustainability, energy management, procurement, contract management, insurance and management of KCETB stock/assets.

Key Responsibilities The postholder will assist senior management in a broad ranging role that includes the following responsibilities: • Responsible, under the direction of the Head of CEP, for the management and development of the CEP Department as part of the CEP Management Team. • Provide positive and effective leadership, including deputising for the Head of Corporate Services as required. • Management of staff within the Corporate Services team including supervision, allocation of duties, work process development and staff training. • Project Management and Development of Project Proposals. • Production of Reports for Senior Management. • Manage tender competitions for goods, services and if required, capital works. • Develop and implement KCETB’s Corporate Procurement Plan, and procurement policies and procedures. • Monitor and support compliance in accordance with public procurement regulations, policies, guidelines and legislation. • Liaising with internal and external auditors and other relevant agencies, bodies, organisations, and stakeholders. • Implement robust corporate governance practices, including value for money, risk management and internal controls. • Management of KCETB’s property and facilities portfolio, including leases, licenses, etc. • Co-ordination of KCETB Policies and Procedures. • Co-ordinate Insurances and Asset Management. • Develop productive working relationships with all relevant stakeholders in KCETB. • Represent the CEP Department at relevant forums. • Any other relevant duties which may be assigned by the Chief Executive, Director of Organisation, Head of Corporate Services (or designate).

Other areas under the remit of the CEP section which may form part of future duties include: • Capital Projects Management, Development of Capital Proposals and Capital Procurement. • Climate Action, Energy Efficiency, Health and Safety, Fire Safety. • Insurances, Stock, Asset Management.

Essential Criteria The following are essential requirements for appointment to this post: • have the requisite knowledge, skills and competencies to carry out the role - competencies are informed by best practice Public Appointment Service competency frameworks for the Irish Public Service (see below).

• 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 comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise.

Desirable Criteria • Third level qualification in public procurement or related discipline commensurate with this role and/or willingness to engage in continuous professional development relevant to the role. • Knowledge and experience of procurement, project management and staff management particularly in the public sector. • Excellent knowledge of national and EU procurement policy and legislation and how to apply same to procurement projects. • Ability to manage and co-ordinate work programmes among staff and sections. • Have significant experience in managing staff including but not limited to general staff supervision, teamwork scheduling, staff development and training. • Experience of developing policies and procedures and implementation and monitoring of same. • Excellent ICT and administration skills. • Proven record of achievement and strong work ethic. • Must have a full driving license and access to a car and be willing to work flexibly outside of normal working hours as required.

Competencies required: The person appointed to the above post will be required to show evidence of the following competencies: Team Leadership • Works with the 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 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 implementationof change.

Judgement, 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, agendas, sensitivities and related implications when making decisions. • Uses previous knowledge and experience to guide decisions. • Uses judgement to make sound decisions with a well-reasoned rationale and stands by these. • 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 towhat 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.

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. • Treats others with diplomacy, tact, courtesy and respect, even in challenging circumstances. • Presents information clearly, concisely and confidently when speaking and in writing. • Collaborates and supports colleagues to achieve organisational goals.

Specialist Knowledge, Expertise and 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 performance.

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