Assistant Manager

1. Operating Environment

The long-term strategic vision for the future of the Courts Service sets out the 10-year plan to 2030 to re-design services around court users, leveraging digital technology to streamline services and ultimately delivering a modern court system. This is an exciting time to be a member of Courts Service staff and be part of our evolving and modernising journey.

The Courts Service is seeking suitably qualified and committed individuals to take up full-time and permanent roles as HEO Manager in Bray Court Office at the grade of Higher Executive Officer.

2. THE ROLE

·         The HEO manager in Bray Court Office is responsible for managing the day to day running of the Combined Court Office, including the public counter.

·         The HEO also assists the Combined Office Manager with the provision of leadership and direction to the team.

·         They have overall responsibility for the provision of a high-quality service to the Judiciary, County Registrar, court users and the public

·         In addition, the HEO has a court going role as a Registrar and other duties that may be assigned.

·         The role of Registrar is key to the efficient running of a courtroom and requires excellent organisation skills to ensure a smooth processing of a case before a Judge. This includes providing support pre-court, in-court and post-court to the Judge and the parties.

·         Teamwork is a key feature of the role, in particular with the Court Registrar team. Being a Registrar in Court offers a unique insight into and knowledge of the running of the courts.

·         The experience gained as a Registrar is transferable and beneficial to a career in the Courts Service.

The post will primarily be located in the Bray Courts Office, Civic Centre Bray and can include on occasion locations across Wicklow and other Counties.

It should be noted that this role does not lend itself to blended working arrangements.

•         Staff Management and Development

•         Manage and develop the team to ensure colleagues are capable and competent to provide high quality services to external and internal stakeholders.

•         Create an effective work unit, ensuring clear identification of roles of staff and support their professional development.

•         Get to know the team and individual strengths and weaknesses to support successful performance, create good working relationships and the development of individual career plans.

•         Address performance issues in a timely manner and manage them to a successful conclusion.

•         Ensure staff operation in a safe, healthy, and positive working environment.

•         Participate in the delivery of the Modernisation Programme of the Courts Service.

•         Attend court as Registrar and is responsible for all associated court work. Such work includes drawing and perfecting enforceable Court Orders, making accurate written contemporaneous notes of daily court proceedings in a timely and efficient manner and with a high degree of accuracy.

•         Ensures timely and accurate Court lists are provided for the information of court users and to support the administration of justice in public.

•         Liaises between court users and the judiciary to ensure effective management of daily court sittings.

•         Provide support to the judiciary in the daily management of a wide variety of Court lists and hearings.

•         Ensures the record of Court outcomes is maintained an accurate.

•         Operate all courtroom technology including Videolink, Video Conferencing and Digital Audio Recording (DAR) within the court room when required.

Note, the above is intended as a guide and is neither definitive nor restrictive.

4. Essential Requirements:

Applicants must either

(i)          hold a degree in law or legal studies [FETAC level 8] and have at least 2 years relevant professional or technical experience* and staff management experience; or

(ii)         or holds a professional qualification as solicitor or barrister with at least 2 years’ experience as a practicing solicitor or barrister with staff management experience or at least 2 years relevant experience; or

(iii)       have worked for 2 years as a law clerk or legal executive and have staff management experience where attendance at Court and Court Offices was a core responsibility; or

(iv)       have worked in the Courts Service for 2 years in a court office or court going role; or

(v)        have worked in the Courts Service for 2 years as a judicial assistant or executive legal officer.

*Relevant professional or technical experience means experience gained in roles with significant interaction with Courts or Tribunals.

In addition to the above, applicants must also be able to demonstrate the following key Competencies identified for effective performance at this level:

·         Team Leadership at a sufficient senior level.

·         Analysis and Decision-Making skills in a complex, high volume and fast paced environment.

·         Management and Delivery of Results including strong administration and organisation skills with a results focus. Self-management and initiative with the ability to work to tight deadlines and have resilience to operate with confidence in fast moving and often complex situations.

·         Interpersonal and Communication Skills, especially when dealing with different court users and stakeholders often in challenging circumstances.

·         Drive and Commitment to Public Service Values - Applicants will need to be trustworthy, honest and respectful to all court users and stakeholders of the Courts Service.

·         Specialist Knowledge, Expertise and Self Development, including:

·       an in-depth understanding of the work of the Irish courts system; and

·       an understanding of legal terminology and concepts, and the legal system.

5. APPLICATION PROCESS

Application should be made by logging into the advertisement link.

The closing date is 12noon on 9 January 2025. Applications received after the closing date and time will not be accepted.

Application is by CV and Cover letter.

In your cover letter (400 words – built into the system) please outline your experience at the appropriate level and demonstrate your capability in leading, motivating, managing resources & stakeholder engagement and the outcome of your decisions.

Candidates who do not hold or do not demonstrate the skills and experience will not be called for interview.

The admission of a person to a competition, or invitation to attend an interview, is not to be taken as implying the Courts Service is satisfied such a person fulfils the requirements of the competition or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important, therefore, for candidates to note that the onus is on them to ensure that they meet the eligibility requirements for the competition before attending for interview. If a candidate does not meet these essential entry requirements but nevertheless attends for interview, that candidate will be putting him or herself to unnecessary expense.

It is important to note the onus is on applicants to ensure the eligibility requirements for the competition are met before attending for interview.

The Courts Service accepts no responsibility for communication not accessed or received by an applicant.

6. Selection Methods

The Selection Process will involve:

·                 Shortlisting of candidates, on the basis of the information contained in their CV & Cover Letter

·                 a competitive interview

Assessment

The Courts Service will short list to select a group for interview who, based on an examination of the CV & cover letter, appear to be the most suitable for the position.

Those that demonstrate evidence at the required level will be called to interview.

Skills and competencies

Candidates should demonstrate that they have the ability to carry out successfully the duties of the role, as well as the general skills and competencies namely:

Team Leadership

Works with the team to facilitate high performance, developing clear and realistic objectives and addressing and 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

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

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

Analysis & 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

Puts forward solutions to address problems

Management & Delivery of Results

Takes responsibility and is accountable for the delivery of agreed objectives

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.

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

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 & 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

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

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

Encourages open and constructive discussions around work issues

Treats others with diplomacy, tact, courtesy and respect, even in challenging circumstances

Specialist Knowledge, Expertise & 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 & Commitment to Public Service Values

Upholds high standards of honesty, ethics and integrity

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

Candidates with Disabilities

The Courts Service has a key role to play in attracting candidates from all sectors of society, ensuring that routes to career opportunities are accessible to all who are interested. We are committed to equality of opportunity for all candidates. If you have a disability or need reasonable accommodation made during the selection process, we strongly encourage you to share this with us so that we can ensure you get the support you need.

Reasonable accommodation in our selection process refers to adjustments and practical changes which would enable a disabled candidate to have an equal opportunity for this competition. Examples of adjustments we provide include the use of assistive technology, extra time, scribes and/or readers or a range of other accommodations.

Please be assured that having a disability or requiring adjustments will not impact on your progress in the selection process; you will not be at a disadvantage if you disclose your disability or requirements to us. Your disability and/or adjustments will be kept entirely confidential.

7. Interviews

Interviews will take place in Bray Court Office. Interviews will be structured in format, with candidates asked to provide examples of the competencies for the role as outline in this document.

Candidates will be required to detail their experiences under the six competencies. The competencies will be thoroughly and systematically assessed at interview to assess suitability for the grade ofHigher Executive Officer.

The board may ask about the experience described on the CV and cover letter or they may ask for other examples.

It is anticipated the interview will last 45 minutes.

Marks allocated to first interview

Each of the competencies will carry equal marks of 60 therefore a total of 360 marks is available at interview.

Candidates are required to achieve 30 marks or more in each competency to be considered for the panel.

Panel Formation

Following the interview process a panel will be formed for the purpose of filling the Assistant Manager – Court Registrar post in Bray Court Office.

Candidates will be ranked in order of merit based on performance at interview.

This panel will remain in place until 30 June 2026 from the date of formation of the panel or until the exhaustion of the panel whichever is the earlier.

Candidates who have not been offered a position at the expiry of the panel will have no claim to any further positions thereafter because of having been on the panel.

Please note, that once an assignment has been accepted the candidate will not come under consideration from the panel again or for any similar position in another location they may have applied for.

8. MATTERS RELATING TO ELIGIBILITY TO APPLY

Citizenship Requirements

Eligible candidates must 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 has a stamp 4 permission1 or a Stamp 5 permission

1Please note that a 50 TEU permission, which is a replacement for Stamp 4EUFAM after Brexit, is acceptable as a Stamp 4 equivalent.

To qualify candidates must be eligible by the date of any job offer.

Collective Agreement: Redundancy Payments to Public Servants

The Department of Public Expenditure and Reform letter dated 28th June 2012 to Personnel Officers introduced, with effect from 1st June 2012, a Collective Agreement which had been reached between the Department of Public Expenditure and Reform and the Public Services Committee of the ICTU in relation to ex-gratia Redundancy Payments to Public Servants. It is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re-employment in the Public Service by any Public Service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011) for a period of 2 years from termination of the employment. People who availed of this scheme and who may be successful in this competition will have to prove their eligibility (expiry of period of non-eligibility)

Incentivised Scheme for Early Retirement (ISER):

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under that Scheme, are not eligible to apply for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Department of Health and Children Circular 7/2010

Any person who availed of the Targeted Voluntary Early Retirement Scheme set out in the above circular 7/2010 is not eligible for re-employment in the public health sector, the wider public service or in a body wholly or mainly funded from public moneys. Therefore, such person is not eligible to compete in this competition.

Any person whose employment was terminated under the Voluntary Redundancy Scheme set out in the above circular 7/2010 is not eligible for re-employment in a body wholly or mainly funded from public moneys for a period of 7 years from the date of said termination. Thereafter re-employment is subject to the consent of the Minister for Finance. Any successful candidate to whom this circumstance applies will not receive an offer of employment without proof that the period of non-eligibility has expired and the consent of the Minister for Public Expenditure and Reform has been secured.

9. PRINCIPAL CONDITIONS OF SERVICE

The appointment is subject to the Civil Service Regulation Acts 1956 to 2005, the Public Service Management (Recruitment and Appointments) Act 2004 and any other Act for the time being in force relating to the Civil Service. Appointees will be subject to the Civil Service Code of Standards and Behaviour.

Tenure

The appointment is to an established position in the Civil Service.

Salary

The salary scale for the position (rates effective from October 2024) is as follows:

Higher Executive Officer - Personal Pension Contribution Salary Scale:

€57,122.00, €58,791.00, €60,459.00, €62,124.00, €63,796.00, €65,460.00, €67,129.00(MAX), €69,537.00(LSI[1]), €71,939.00 (LSI[2])

Duties

Appointees will be expected to perform all acts, duties and obligations as appropriate to this position (which may be revised from time to time).

Hours of Attendance

This is a fulltime post, and hours of attendance will be fixed from time to time but will amount to not less than 41 hours and 15 minutes gross per week or 35 hours net per week. Appointees will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of his or her duties subject to the limits set down under working time regulations.

Annual Leave

This post is a permanent post. The annual leave entitlement for this post is 29 working days per year.

Headquarters

The appointees’ headquarters will be at the Bray Court Office, Co Wicklow.

Position is onsite.

Sick Leave

Pay during properly certified sick absence, provided there is no evidence of permanent disability for service, will apply on a pro-rata basis, in accordance with the provisions of the governing sick leave circulars.

Officers paying Class A rate of PRSI will be required to sign a mandate authorising the Department of Social Protection to pay any benefits due under the Social Welfare Acts to such office as will be directed by the Courts Service and payment during illness will be subject to the appointee making the necessary claims for social insurance benefit to the Department of Social Protection directly within the required time limits.

¹ After 3 years satisfactory service at the maximum.

² After 6 years satisfactory service at the maximum.