**EXTENDED CLOSING DATE** Grade VI – Senior Administrator DPU
|Brunel Building, Heuston South Quarter, Dublin 8 (flexible)|
|Salary: See Description for Details|
|Closing Date: 04/07/2022||Closing Time: 12:00|
|Recruitment start: 09/06/2022|
Details of Service
The Child and Family Agency was established on 1st January 2014 and is responsible for a range of statutory functions including provision of child protection, alternative care, specified regulatory services and a range of family support services. The Agency has commenced a major improvement programme with significant focus on Practice, Culture and Structure.
The Agency currently has responsibility for a budget in excess of €800m and delivers its services through circa 5,000 people in 350 locations across the Country.
The Child and Family Agency has responsibility for the following range of services:
- Child Protection and Welfare
- Family Support
- Alternative Care
- Tusla Education Support Services (TESS)
- Domestic Sexual and Gender Based Violence (DSGBV)
- Children’s Service Regulation
- Counselling and Therapeutic Supports
Further information is available on www.tusla.ie
Data Protection Unit (DPU)
Tusla processes a large volume of highly sensitive personal data on a daily basis in order to deliver the critical services it provides to Children and Families across the State. In doing this, Tusla must ensure that it has adequate organisational and technical measures in place; that the rights and freedoms of Tusla service users are respected and that privacy risks to those rights and freedoms are minimised; and that a fit for purpose operating model for Data Protection and Freedom of Information (FOI) and is implemented.
The role of the DPU includes:
- Data Protection Operations, such as data subject requests (access, erasure, rectification etc.); managing personal data breaches; provision of a data protection helpdesk to all staff; and support for the regional Privacy Officer Network
- Data Protection Compliance
- Data Protection and Privacy technical advice and support
- FOI compliance
The DPU also leads Tusla’s GDPR Programme, a multi-annual strategic transformation programme. The GDPR programme focuses on driving a wide range of improvements in Tusla's data protection and FOI compliance and control environment, including for example:
- Data Protection Operating Model Design and Implementation, such as policy and process enhancements or organisation design changes, including the establishment of regional privacy network;
- Data Protection Impact Assessments and Third Party Privacy Risk Management, to assess complex data processing activities and third party data sharing arrangements to identify the required privacy safeguards and controls;
- Regulatory Engagement with the Data Protection Commission and the Office of the Information Commissioner in relation to Tusla's regulatory obligations;
- Change Management, Training & Awareness, to embed best practice data protection across Tusla and ensure all staff fully understand their roles and responsibilities in relation to data protection and FOI compliance.
Purpose of Role
The purpose of the post is to provide administration support for the office of the Director of Corporate Services and the Data Protection Officer (DPO).
Duties and Responsibilities
Main Duties and Responsibilities
- Efficiently and effectively deliver full administrative day-to-day support to the office of the Director of Corporate Services and the Data Protection Officer (DPO), the DPU Office.
- Management of calendars, meeting requests, associated briefing material, issue of correspondence / circulars for the Office
- Effectively co-ordinate responses to all general enquiries received to the Office
- Organise meetings, including co-ordinating calendars and attendance, preparation of materials (agendas, minutes, briefing papers etc), arranging venues, ensuring availability of technical equipment and catering.
- Attend meetings as required, taking notes and minutes and coordinating and tracking action points
- Manage the submission of invoices per the Purchase to pay TFR01 process
- Manage the submission of Travel and Subsistence for the DPU
- Manage the submission of weekly time returns for the DPU
- Act as liaison for the Office with HR
- Maintain a log of recruitment, onboarding for HR and ICT, mandatory training completions and track the progress of each
- Maintain an effective filing system and ensure that archives and records are accurate and readily available
- Develop and maintain a good working relationship with colleagues in the DPU, and other key internal and external stakeholders
- Establish and maintain effective and efficient communication systems, ensuring that communications reach the intended audience in a timely fashion
- Support the preparation and issuing of office documentation (correspondence, reports etc)
- Maintain own knowledge of relevant procedures, practices and legislation to perform the role effectively and to ensure standards
- Line Manage staff as required.
- Where appropriate, provide supervision and assist in the development of knowledge, skills of relevant staff under your supervision.
- Implement agreed changes to administration of the service, encouraging and supporting staff where necessary
- As well as any other tasks as directed by the Line Manager
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.
Qualifications and / or Experience
Applicants must by the closing date of application have the following:
- Be currently in employment 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 or 39 of the Health Act 2004 or within a body that provides services on of Tusla under Section 56 or Section 59 of the Child and Family Act 2013.
- Have at least 2 years’ senior administration experience in a designated office within the services mentioned above (or similar).
- In depth knowledge and experience of Tusla’s (or equivalent) finance, ICT and HR process and procedures
- Experience in providing PA Administration support at a senior level.
- Experience of managing meetings and events.
- Experience of working collaboratively with multiple internal and external stakeholders with experience of managing and delivering multiple concurrent pieces of work to meet deadlines.
- Demonstrate excellent MS Office skills to include Word, Excel and PowerPoint.
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.
Each candidate for and any person holding the office must be of good character
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