Facilities and IT Executive Officer

Job Description

The NDA wishes to form a panel of Executive Officers for appointment to the position of Facilities and IT Executive Officer within the Corporate Services Department (CSD). It is envisaged that this panel will be in operation for two years from the date of its establishment. Currently there is one full-time permanent vacancy as a Facilities and IT Officer Executive Officer.

The post-holder will initially report to the Governance & Compliance Officer and may be redeployed, at Executive Officer level, to another area of work within the organisation as required.

The successful implementation of this role requires a number of key relationships to be fostered and developed. These will include relationships with colleagues and personnel from a range of agencies, including the public and private sectors and representative organisations of people of any age, size, ability or disability. A high degree of flexibility and creativity will be required.

As a staff member, the holder of the post will be expected to actively contribute to and participate in the overall development of the NDA and to promote its policies at all times, to effectively represent the NDA, and to adhere to NDA values.

Main Duties and Responsibilities

The core duties and responsibilities will include the following:

·       Co-ordinating the day-to-day core business activities of CSD as required

·       Contributing to the development and implementation of corporate strategies, projects and work plans in line with the NDA’s quality standards

·       Liaising with service providers, and managing contracts and contractors to ensure the timely delivery of services, including the management of externally commissioned consultancy and services i.e. facility management, office equipment, internal lead IT contact with OGCIO including IT equipment and applications

·       Developing, updating and implementing policies and protocols relevant to the work of the NDA

·       Supporting the organisation of meetings, seminars, events and conferences

·       Managing and coordinating data collection, data analysis and data checking for the NDA’s different functions, reports and requirements including where appropriate in relation to finances, internal/external audit, governance and fixed asset management

·       Managing and providing appropriate guidance to relevant internal and external stakeholders

·       Supporting cross-organisational collaboration in meeting the objectives of the NDA e.g. SEAI energy reporting and health & safety

·       Planning and managing communication and engagement with NDA stakeholders

·       Managing performance and supervising staff where required i.e. reception

·       Carrying out any other duties as directed

·       Undertaking training and development as required.

Note: The duties and responsibilities enumerated in this job description should not be regarded as comprehensive in scope and may be added to or altered as required.

Person Specification

In applying for the post, applicants are strongly advised to clearly demonstrate how they fulfil the following essential requirements and competencies. The selection process will include short-listing of candidates on the basis of the information provided in the application form. It is therefore in your own interest to provide a detailed and accurate account of how your skills, personal qualities, qualifications and experience meet the requirements for the post.

The followingcriteria are considered minimum for the post:

·       A third-level qualification at Level 4 or above on the National Framework of Qualifications in Facilities Management, Computer Science or Information Technology

·       A minimum of 3 years’ prior experience in supporting Facilities Management and IT support

The following criteria are considered essential for the post:

•       Proven track record of client service, project management, including the ability to deal with a wide range of information sources and investigate all relevant issues e.g. working with a facilities and IT management team, external vendors, and contractors

•       Proven previous experience in managing budgets, invoicing, reconciliation, and analysis.

•       Proven previous experience in contract administration and planned preventative maintenance schedules

•       Experience in working as part of an IT support team or advising on/resolving ICT issues

·       Excellent ICT skills, proficient in the use of key applications e.g. MS Outlook, Word, Excel, Power-point, Survey Monkey, with experience of or ability to quickly learn other relevant applications, e.g. accounting packages or managing website content

·       strong writing skills and proven ability to meet deadlines

·       planning skills and high attention to detail and accuracy

·       a proven ability to prepare and present high quality communications in multiple formats to diverse internal/external stakeholders

·       experience of managing multiple priorities coupled with the ability to work on a varied range of projects

·       experience of co-ordinating/implementing solutions to streamline processes and support organisational effectiveness

·       experience in planning and delivery of events and internal/external stakeholder engagement such as meetings, workshops and training.

The following criteria are considered desirablefor the post:

·       have a good understanding of issues relevant to persons with disabilities

·       experience or knowledge of the development, execution and delivery of projects and programmes

·       Knowledge of a Facilities Management Software System e.g., BMS (building management systems.)

·       Knowledge and experience of Hard and Soft services in Facility management with a clear understanding of reactive and preventative maintenance.

·       Knowledge of energy management and CSR practices, SEAI reporting and 2030 objectives

In addition to the above, the Key Competencies for effective performance at this level are detailed below.

Competencies for role at Executive Officer Level:Team Working / People Management

1.     Consults and encourages the full engagement of the team, encouraging open and constructive discussions around work issues

2.     Gets the best out of individuals and the team, encouraging good performance and addressing any performance issues that may arise

3.     Values and supports the development of others and the team

4.     Encourages and supports new and more effective ways of working

5.     Deals with tensions within the team in a constructive fashion

6.     Encourages, listens to and acts on feedback from the team to make improvements

7.     Actively shares information, knowledge and expertise to help the team to meet its objectives

Analysis & Decision Making

1.      Effectively deals with a wide range of information sources, investigating all relevant issues

2.      Understands the practical implication of information in relation to the broader context in which s/he works –procedures, divisional objectives etc.

3.      Identifies and understands key issues and trends

4.      Correctly extracts & interprets numerical information, conducting accurate numerical calculations

5.      Draws accurate conclusions & makes balanced and fair recommendations backed up with evidence

Delivery of Results

1.      Takes ownership of tasks and is determined to see them through to a satisfactory conclusion

2.      Is logical and pragmatic in approach, setting objectives and delivering the best possible results with the resources available through effective prioritisation

3.      Constructively challenges existing approaches to improve efficient customer service delivery

4.      Accurately estimates time parameters for project, making contingencies to overcome obstacles

5.      Minimises errors, reviewing learning and ensuring remedies are in place

6.      Maximises the input of own team in ensuring effective delivery of results

7.      Ensures proper service delivery procedures/protocols/reviews are in place and implemented

Interpersonal & Communication Skills

1.      Modifies communication approach to suit the needs of a situation/ audience

2.      Actively listens to the views of others

3.      Liaises with other groups to gain co-operation

4.      Negotiates, where necessary, in order to reach a satisfactory outcome

5.      Maintains a focus on dealing with customers in an effective, efficient and respectful manner

6.      Is assertive and professional when dealing with challenging issues

7.      Expresses self in a clear and articulate manner when speaking and in writing

Specialist Knowledge, Expertise and Self Development

1.      Displays high levels of skills/ expertise in own area and provides guidance to colleagues

2.      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

3.      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

1.      Is committed to the role, consistently striving to perform at a high level

2.      Demonstrates flexibility and openness to change

3.      Is resilient and perseveres to obtain objectives despite obstacles or setbacks

4.      Ensures that customer service is at the heart of own/team work

5.      Is personally honest and trustworthy

6.      Acts with integrity and encourages this in others

Candidates’ Obligations

Candidates should note that canvassing will disqualify and will result in their exclusion from the process.

Candidates must not

·       Knowingly or recklessly provide false information

·       Canvass any person with or without inducements

·       Interfere with or compromise the process in any way

·       A third party must not personate a candidate at any stage of the process

·       Any person who contravenes the above provisions or who assists another person in contravening the above provisions is guilty of an offence. A person who is found guilty of an offence is liable to a fine/or imprisonment.

In addition, where a person found guilty of an offence was or is a candidate at a recruitment process, then:

·       Where he/she has not been appointed to a post, he/she will be disqualified as a candidate; and

·       Where he/she has been appointed subsequently to the recruitment process in question, he/she shall forfeit that appointment.

Specific candidate criteriaCandidates must

·       Have the knowledge and ability to discharge the duties of the post concerned

·       Be suitable on the grounds of character

·       Be suitable in all other relevant respects for appointment to the post concerned and if successful, they will not be appointed to the post unless they:

·       Agree to undertake the duties attached to the post and accept the conditions under which the duties are, or may be required to be, performed;

·       Are fully competent and available to undertake, and fully capable of undertaking, the duties attached to the position;

·       Be passed medically fit to take up the appointment.

Deeming of candidature to be withdrawn

Candidates who do not attend for interview or other test when and where required by the National Disability Authority, or who do not, when requested, furnish such evidence as required by the Authority relevant to their candidature, will have no further claim to consideration.

Citizenship Requirement

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 41 or a Stamp 5 visa

1 Please note that a 50 TEU visa, 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.

Salary

Entry will be at the minimum of the scale of the Executive Officer Standard Scale. The salary scale for the position is as follows:

Pay scale with effect from 01 June 2024 for Civil Servants appointed on or after 6th April 1995 paying the Class A rate of PRSI contribution and making an employee contribution in respect of personal superannuation benefits (PPC):

Executive Officer (PPC)

€36,044, €37,965, €39,050, €41,167, €43,064, €44,900, €46,729, €48,519, €50,328, €52,097, €53,974, €55,232, €57,026¹, €58,834²

Non-Personal Pension Contribution Pay Scale with effect from 01 June 2024 (for those appointed before 6 April 1995):

Executive Officer

€34,483, €36,652, €37,510, €39,360, €41,159, €42,906, €44,641, €46,341, €48,059, €49,729, €51,448, €52,620, €54,305¹, €56,006²

Subject to satisfactory performance, increments may be payable in line with Government Policy. Long service increments may be payable after 3 (LSI-1) and 6 (LSI-2) years’ satisfactory service at the maximum of the scale.

Entry will be at the first point of the scale. Different terms and conditions may apply if you are a currently serving civil or public servant.

Annual Leave

The annual leave allowance for the position of Executive Officer will be as follows:

23 rising to 24 after 5 years´ service

25 after 10 years´ service

26 after 12 years´ service

27 after 14 years´ service

This allowance is subject to conditions regarding the granting of annual leave in the public sector and is based on a 5-day week, exclusive of public holidays.

Hours of Work

Hours of attendance will be not less than 35 hours net per week. Your normal working hours are from 9am to 5pm, Monday to Friday.

The NDA operates a blended working policy which requires a minimum attendance on site of two days per week. This requirement is dependent on the requirements of the role and will vary from time to time. Details of this arrangement are agreed locally with your line manager.

Rest Periods

The terms of the Organisation of Working Time Act, 1997 will apply to this appointment.

Place of work

The National Disability Authority is currently located in 25 Clyde Road, Dublin, D04 E409. The NDA is currently operating a hybrid working arrangement subject to business needs.

Tenure

This is a full-time position. You will be required to undergo a probationary period.

Sick Leave

Pay during sick absence will apply in accordance with the provisions of the Public Service Sick Leave Regulations.

PRSI

Officer who pay 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 directly to the National Disability Authority. Payment during illness will be subject to the officer making the necessary claims for social insurance benefit to the Department of Social Protection within the required time limits.

Outside Employment

Appointees to full-time positions may not engage in private practice or be connected with any outside business, which would interfere with the performance of official duties.