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Grade VI, Office of the Chief Executive, Personal Assistant

Tusla Corporate Office, Brunel Building, Heuston South Quarter, Dublin 8
 Salary:  See Description for Details
Other   Permanent
Closing Date: 17/08/2020 Closing Time: 12:00
Recruitment start: 23/07/2020

 

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 Personal Assistant to the Chief Executive you will be required provide administrative support directly to the Chief Executive and coordinate administration across the structures Falling within the Office of the Chief Executive

Job Objectives

Main Duties and Responsibilities:

  • Provide administrative support directly to the Chief Executive to ensure the smooth running of the office on a daily basis.
  • Taking minutes of relevant meetings as required Be a point of contact for external stakeholders when appropriate
  • Liaise closely with the Office of the Board to ensure effective communication, timely responses to queries.
  • Diary Management.
  • Organising internal and external meetings.
  • Liaising with other managers and external stakeholders.
  • Meeting and greeting visitors at all levels of seniority.
  • Ensuring the Chief Executive is well prepared for meetings including all relevant documentation.
  • Devising and maintaining office systems, including data management and filing.
  • Managing correspondence for the Chief Executive’s Office – e-mail, letters, phone calls etc.
  • Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
  • Screening phone calls, enquiries and requests, and handling them when appropriate.
  • Completing FOI searches.
  • Financial administration for the Office of the Chief Executive.
  • Providing administrative support as required to the General Manager and Business Manager within the OCEO.
  • Providing support to the Secretary of the Board at meetings and taking minutes at Sub Committees and when required.
  • Supporting good information flows between the Chief Executive, the Senior Leadership Team, the Board and its committees.
  • Liaise with other personal assistants across Senior Leadership Team to ensure efficient and effective communication
  • Provide line management to the Grade IV administrators within the Office of the Chief Executive and delegate appropriate work and tasks.

Human Resources:

  • Time entry Office for the SLT and staff within the CEO’s Office where relevant.
  • Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships.
  • 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 ensure policies and procedures exist for all areas of the CEO Department. 

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:

  • Be currently in employment with Tusla – Child and Family Agency.

                                               OR

  • Be in current and 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 or 39 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

  • Minimum 2 years’ administrative experience in a designated office within the services mentioned above                    

                                                  And

  • Have supervisory experience.         

                                                   And   

  • Have the requisite knowledge and ability for the effective discharge of the duties of the role, including experience with
    • Effective Word and Microsoft skills including typing and an ability to learn dictation.
    • Minute taking.
    • Management and delivery of multiple concurrent pieces of work.
    • Working collaboratively with multiple internal and external stakeholders, as relevant to this role.

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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