Details of Service
Our client was established on 1st January 2014 and is responsible for improving
wellbeing and outcomes for children. It represents the most comprehensive reform of services
for the development, welfare and protection of children and the support of families ever
undertaken in Ireland. It is an ambitious move which brings together some 4,000 staff who were
previously employed within Children and Family Services of the Health Service Executive, the
National Educational Welfare Board and the Family Support Agency.
The Child and Family Agency has responsibility for the following range of services:
Child Welfare and Protection Services, including family support services
Family Resource Centres and associated national programmes
Early years (pre-school) Inspection Services
Educational Welfare responsibilities including School completion programmes and Home
School Liaison
Domestic, sexual and gender based violence services
Services related to the psychological welfare of children
Reporting Relationship
To a designated supervisor who will be assigned at job offer stage.
Scope and Purpose of the Post
To provide administrative support to the department.
Duties and Responsibilities
Professional
Ensure the efficient day-to-day administration of area of responsibility.
Maintain own knowledge of relevant procedures, practices and legislation to perform the role effectively and to ensure standards are met by own team.
Ensure the management and maintenance of all records in an orderly and secure manner.
Use appropriate technology to ensure work is completed to a high standard and engage in ICT developments as they apply to service administration.
Maintain confidentiality.
To plan and organise work of the department/section
Meet the deadlines for time and attendance entry, specifically the weekly entry deadlines in a timely and effective manner
To keep informed of relevant legislation, regulations, guidelines
To enhance internal and external service delivery by good communications
Provide cross cover for other Time and Attendance Super-users in the region
Work as part of a team and to ensure that all members are treated with dignity and respect.
Personnel
Ensure policies and procedures are well documented and understood by staff within your section.
Support the preparation and issuing of office documentation (correspondence, reports etc) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy.
Where appropriate to supervise and ensure the well being of assigned staff.
Where appropriate manage attendance and absenteeism.
To promote a culture that values diversity and respect in the workplace.
To provide assist with leadership and motivation conducive to good staff relations and work performance.
Where appropriate establish and maintain records of attendance, statistical
information, annual returns, and any other information as may be requested.
Work as part of a team and to ensure that all members are treated with dignity and respect.
Education and Training
To maintain continuous personal development and participate in team based development, education, training and learning.
To complete all mandatory training.
Where appropriate, arrange for the induction and training for assigned staff, as required to maximise skill resources, (to include workplace experience placements where applicable).
Where appropriate, provide supervision and assist in the development of knowledge, skills of relevant staff under your supervision.
To participate in performance evaluation / review, identifying areas for improvement and appropriate plans / measures to achieve them.
To ensure policies and procedures exist for all areas.
Health & Safety
Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards.
Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla – Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role.
To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the
development of the post while in office.
Eligibility Criteria
Qualifications and / or Experience
Candidates at the closing date of application must:
Have at least one years administrative experience within the Services as outlined above
OR
Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
OR
Have completed a relevant examination at a comparable standard in any equivalent 5 examinations in another jurisdiction.
OR
Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
AND
Have a good level of proficiency of Microsoft Office; Word, PowerPoint and Excel.
AND
Possess sufficient administrative capacity to discharge the functions of the grade/post.
Health
A candidate for and any person holding the office must be fully competent and capable of
undertaking the duties attached to the office and be in a state of health such as would indicate
a reasonable prospect of ability to render regular and efficient service.
Character
Each candidate for and any person holding the office must be of good
character
Age
Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant within the meaning of the Public Services Superannuation Act, 2004). A candidate who is not
classified as a new entrant must be under 65 years of age.
Skills, competencies and/or knowledge
Knowledge
Demonstrate proficient knowledge of IT Skills (to incl. Excel & Word)
Demonstrate an understanding of relevant legislation & policy
Demonstrate efficiency in the day to day administration responsibilities associated with this role.
Demonstrate an understanding of maintaining confidentiality at all times.
Planning & Organisational Skills
Demonstrate ability to manage own time, meet deadlines and effectively organise workloads.
Demonstrate a high degree of flexibility with all associated duties.
Demonstrate evidence of effective planning and organisational skills.
Managing & Developing (Self & Others)
Demonstrate willingness to up skill in the specific area
Demonstrate ability to take responsibility and use own initiative including the ability to adapt to change.
Demonstrate ability to work as part of a team in pressurised environment & make positive contributions to that team.
Demonstrate self motivation and the ability to motivate others.
Communication & Interpersonal Skills
Demonstrate excellent clear and concise communication skills, both verbal and written.
Puts resources in place to promote and improve communication in their area of responsibility.
Actively listens to others, using questions to check for understanding.
Facilitates two-way communication up and down the hierarchy.
Other requirements of the role
Access to transport as the role may require travel
Campaign Specific Selection Process
Shortlisting / Interview
Short listing may be carried out on the basis of information supplied in your application. The
criteria for short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not being called
forward to the next stage of the selection process. Those successful at the shortlisting stage of this process (where applied) will be called forward
to interview.
Code of Practice
The Agency will run this campaign in compliance with the
Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The
Code of Practice sets out how the core principles of probity, merit, equity and fairness might be
applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice.
Codes of practice are published by the CPSA and are available on www.cpsa.ie.
Agency is an Equal Opportunities Employer
Agency recognises its responsibilities under the Data Protection Acts
2003 & 1988 and the Freedom of Information Act 2014
Agency Transformation Programme may impact on this role and as structures change the job description may be reviewed
This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither
definitive nor restrictive and is subject to periodic review with the employee concerned
Should the role be of interest to you please apply in with your CV
