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Grade VII, Business Support – Service Directors Office, West

Ballyshannon, Co. Donegal
 Salary:  See Description for Details
Other   Permanent
Closing Date: 03/08/2020 Closing Time: 12:00
Recruitment start: 09/07/2020

 

Job Summary

The Child and Family Agency 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
  • Adoption & Alternative Care

Further information is available on www.tusla.ie

Purpose of Role:

As a senior administrative managerial post you will be required to work within the regional structure across all service areas

Job Objectives

Main Duties and Responsibilities:

Administration/General

  • Monitor & analyse financial transactions reporting on the various trends and compliance requirements from the perspective of the West Regional office.
  • Create and manage a suite of data management reports to facilitate the provision of information and advice to the Service Director & Senior Managers as required.     
  • Support the monitoring and control of resources in accordance with Tusla’s Financial Regulations.
  • Ensure appropriate records are maintained as may be required by Tusla.
  • Promote good working practices and uniformity of standards.
  • Work with HR and Finance Specialists to ensure adherence to the legislative framework and internal Tusla policies and procedures
  • Undertake all duties assigned in line with relative policy, procedure and legislation.
  • Build Stakeholder relationships.
  • Prepare, circulate and collate templates, data and documentation required by the Service Process.
  • Assist in the development and implementation of service plans.
  • Undertake projects as delegated by the Senior Management.
  • Responsible for coordinating FOI requests received within the relevant office and providing a national oversight to all responses issued and liaises with the national office FOI as appropriate.
  • To manage the interface between the relevant Office and the various services within the agency with a view to facilitating good communication and understanding the respective roles.
  • To manage the interface between the relevant Office and the senior management team and to provide a high level of administrative support as required.
  • To help establish and maintain links between TUSLA and HSE colleagues to support service delivery.
  • Take special responsibility for meeting deadlines for internal and external communications including HIQA, Ombudsman and Ombudsman for Children.
  • Represent and advocating on behalf of the General Manager as appropriate.
  • To support the Senior Management in his/her lead roles across the service area and nationally which includes setting and delivering strategic objectives as required.
  • Promote and participate in the implementation of any change management programme.
  • Management of Capital and Minor projects and maintenance of premises in conjunction with Estates and service managers where relevant.
  • Management of Estates and ancillary functions where relevant.
  • Provide advice to Senior Management regarding Estates, ICT, Procurement and Capital Developments as required.
  • Responsible for coordinating all PQ’s and public representative requests received within the relevant office and providing a national oversight to all responses issued and liaise with the PAD national office as appropriate.

Policy, Research & Quality

  • Assist with the development of policy documentation on policy, procedure and guideline development and review processes.
  • Responsible for Quality, Risk & Service Improvement and to progressing the agenda within the relevant office.
  • Set a programme of work to review each policy to ensure it is aligned to the agreed template or format.
  • Work with the relevant departments to identify policies which are used on shared basis with the HSE and to support the process in development of these documents to Tusla specific documents (content, references, structures, branding, formatting/template etc.).
  • Support a programme of work of periodic quality audits to ensure consistent implementation of policies.
  • Liaise with workforce learning and development to ensure training on new policies and/or key policies requiring refresher courses.
  • Lead on the Quality Assessment Framework and Risk Management Policy Procedures for the Service. 
  • To support the research and information requirements of the Service.
  • To oversee the reporting requirements of the Service. 
  • Keep up to date with policy and legislative developments relevant to the post.

Information Management

  • Assist in preparation of service planning and business planning process and other planning processes as required.
  • Develop and maintain processes for monitoring the implementation of business plans.
  • Liaise with other units to promote inter-department knowledge sharing.
  • Co-ordinate responses to PQ’s, FOI, Public Representatives on request from appropriate channels.
  • Contribute to policy development and implementation.
  • Establish, maintain processes for the collation, analysis and reporting of data and collation of associated reports.
  • Support the development of integrated management reports across performance indicators, human resources, finance, and risk management.

Human Resources:

  • Supervise and make provisions for the well-being of staff within your remit.
  • Management of HR projects and processes and liaise with HR managers as appropriate.
  • Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships.
  • Ensure staffs are aware of their responsibilities in line with the relative policies and procedures developed to support the delivery of an effective service.
  • Plan, allocate and evaluate work and performance of teams and individuals.
  • Management the performance of assigned staff and teams.
  • Provide HR support to assigned team/unit and act as first point of contact for HR issues.
  • Conduct regular staff meetings to keep staff informed and to hear views.
  • Identify and agree training and development needs of team.
  • Manage the performance of staff, dealing with underperformance in a timely and constructive manner.
  • Implement Performance Achievement and Personal Development Plans in line with the unit and organisation objectives.
  • Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes.
  • Participate in the recruitment, retention and development of staff including training and continual assessment.
  • Encourage and support staff through transformation and change process.

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. 

Please refer to the Candidate Information pack attached to this campaign for full and further detail.

Skills Required

Applicants must by the closing date of application have the following:

  • Candidates must be in current employment with Tusla – Child and Family Agency or in direct employment with the HSE or within other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 or within a body that provides services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013.

                                                           And

  • Have at least 2 years’ experience working with Tusla – Child and Family Agency, the HSE or within other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 or within a body that provides services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013.

                                                         And

  • Have at least 3 years’ management experience – managing staff, budgets and general administration.

                                                        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



 
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