Assistant Staff Officer

JOB DESCRIPTION The Assistant Staff Officer is a key support position within the Council and is assigned to a service delivery area or to support a functional area as required and should have excellent interpersonal and communication skills. The Assistant Staff Officer will work under the direction and management of the Staff Officer or analogous grade, or another employee designated by the Administrative Officer, Senior Executive Officer, or Director of Services as appropriate. The Assistant Staff Officer is required to be an effective, participative member of a team and the role involves supporting managers and colleagues and working as part of a team in meeting work goals and objectives and delivering quality services to internal and external customers. ESSENTIAL SKILLS & EXPERIENCE FOR THE ROLE The ideal candidate for the position shall: • Customer service • Working effectively as part of a team • Planning and prioritisation of workloads • Dealing effectively with conflicting demands • Working under pressure to tight deadlines • Adapting to change • Problem solving • Administration and report writing • Operation of ICT systems and standard office software packages • Project management • Budget management • Acting on own initiative • Ability to communicate effectively across different levels within an organisation • Maintaining confidentiality • Health & Safety

DUTIES The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require.

The duties will include but will not be limited to the following: • To support the line manager to communicate, implement and manage all change management initiatives within the relevant area of responsibility; • To support the line manager to ensure the section or department work programmes are implemented to deliver on the Council’s Corporate Plan and operational plans; • To ensure high levels of customer service, responding to queries and requests for information in a professional and courteous and timely manner; • To communicate and liaise effectively with employee, supervisors and line managers in other sections and customers in relation to operational matters for their section or work area; • To prepare reports, correspondence, and other documents, as necessary; • To provide assistance and support in the delivery of projects as required; • To supervise employees within their team or programmes of work within their area of responsibility, providing support to team members or colleagues as required; • To identify opportunities for improvements in the service delivery within the relevant area of responsibility and to use key performance indicators or other performance indicators effectively as appropriate; • To compile, prepare and present reports as necessary, including the preparation of reports or letters which may be sensitive and/or confidential in nature; • To support the implementation of good practices with transparent reporting and communications to deliver accountable services in the department or section; • To provide assistance in the understanding and interpretation of the Council’s policies and procedures to employees in their area of responsibility and to customers as appropriate; • To carry out duties in a manner that enhances public trust and confidence and ensures impartial decision making; • To organise and facilitate internal and external meetings and participate and engage in discussions as appropriate; • To support the Council and Municipal District operations; • To carry out duties in a politically neutral manner, with a clear understanding of the political reality and context of the local authority; • To provide specialist administrative assistance and support in the delivery of projects as required; • Deputise for line manager when required; • To support the Staff Officer in the management and implementation of Health and Safety for the section or department; • Undertake any other duties of a similar level and responsibilities as may be required from time to time. COMPETENCIES FOR THE POST OF ASSISTANT STAFF OFFICER Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take particular note of these when completing the application form as any short-listing and/or interview processes will be based primarily on the information provided by candidates in the application form: Please provide a detailed and accurate account of your relevant qualifications and detailed Employment Record/work experience in your application. Please also demonstrate sufficient evidence of the competencies required for this position in your application. Shortlisting exercise may be undertaken depending on the volume of applications submitted.

TEAMWORK • Working as part of a team to ensure delivery of work plans and schedules. • Contributing positively. • Having a strong team ethic of co-operation and mutual support. • Communicating effectively.

DELIVERING RESULTS • Contributes to the delivery of high-quality service and customer care standards. • Handling resources including equipment with utmost care. • Delivering quality work and services. • Co-operating with decisions and implementing solutions. • Working under pressure to tight deadlines. • Complying with all Council policies. • Maintaining a positive image of the Council.

PERSONAL EFFECTIVENESS • Takes initiative, is motivated and seeks opportunities to exceed goals. • Maintains a positive, constructive, and enthusiastic attitude to their role. • Skills, Qualifications, Knowledge, and Experience. • Resilience and Personal Well-Being. • Commitment to integrity & good public service values. • Demonstrates good level of verbal and written communication skills. • Demonstrates flexibility and openness to change. KNOWLEDGE & UNDERSTANDING OF THE ROLE OF ASSISTANT STAFF OFFICER / LOCAL GOVERNMENT • Understanding the structures and environment within which the local authority sector operates. • Demonstrates knowledge of the role of the Assistant Staff Officer. • Understanding the role of the Elected Council and the representational role of the Elected Members. • Embeds good governance practices into day-to-day activities, practices, and processes. • Understanding and adhering to the code of conduct for all employees. • Safety, Health, and Welfare at work. ESSENTIAL CRITERIA 1. Character Candidates shall be of good character. 2. Health Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 3. Education, Training, Experience, etc. Each candidate must, on the latest date for receipt of completed application forms - (a) have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects (or four if Irish is included) from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme including Irish and/or English and one of the following: Mathematics, Accounting, Business Organisation or Economics, AND (b) have obtained at least Grade C (or Honours) in Higher Level (or Honours) papers in three subjects in that examination (or two subjects if Irish and/or one of the following is included: Mathematics, Accounting, Business Organisation or Economics), OR have obtained a comparable standard in an equivalent examination, OR hold a third level qualification of at least degree standard, have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organisation and control ofstaff. Failure to upload proof of essential educational qualifications in your application form will deem you ineligible for this competition.

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document. 4. Age Each candidate must be under 70 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004. However, the age restriction of 70 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

5. Citizenship: Candidates must, by the date of any job offer, 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 is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or (e) A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa or (f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa. Salary: The salary shall be fully inclusive and shall be as determined from time to time. Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular. Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee’s current point of scale. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Starting pay for new entrants to the sector will be at the minimum of the scale.

The current salary scale applicable to the post is €34,260 - €36,366 - €39,355 - €41,318 - €43,035 - €44,696 - €46,938 - €48,560 - €50,206 – LSI 1 €51,733– LSI 2 €53,301 (October 2024)

Annual Leave: The current annual leave entitlement is 30 days per annum. Clare County Council’s holiday year runs from 1st January to 31st December. Granting of annual leave, payment for annual leave and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1977 (as amended).

Working Hours: The working hours effective from 1st July 2022, provide for a five day, thirty-five hour working week. The post may require flexibility in working outside of normal hours, including evenings and/or weekends, as necessary. The provisions of Clare County Council’s Leave Policy is applicable to this grade at the current time.