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Grade V – PA to Director of Quality and Regulation

Heuston South Quarter, Saint John's Road West, Kilmainham, Dublin 8, Ireland
 Salary:  See Description for Details
Other   Permanent
Closing Date: 04/07/2022 Closing Time: 12:00
Recruitment start: 16/06/2022

 

Job Summary

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
  • Adoption
  • Tusla Education Support Services (TESS)
  • Domestic Sexual and General Based Violence (DSGBV)
  • Children’s Service Regulation
  • Counselling and Therapeutic Supports

 

Further information is available on www.tusla.ie

 

About Tusla’s Quality and Regulation Directorate

Tusla’s Quality Assurance Directorate is concerned with promoting continuous improvement and effective risk management in services for children and families. It delivers its functions though the following teams:

 

Early Years’ Inspectorate

The Early Years’ Inspectorate is the independent statutory regulator of Early Years’ Services and is responsible for registering and inspecting pre-schools, playgroups, crèches, day care and similar services. Its role is to promote the quality, safety and appropriate care of children by robust regulation of the sector.

 

Alternative Education

Children who are educated at home or who attend a non-recognised school (i.e. a school that is not funded by the Department of Educational and Skills) must be registered with Tusla by their parents/guardians. The registration process requires that an assessment or assessments be carried out to determine whether the child is receiving a certain minimum education and therefore can be placed on the statutory register of children educated outside of a recognised school.

 

Risk and Incident Management

The team is responsible for the corporate risk register, and all aspects of risk and incident management systems within the Agency. The team aims to ensure Tusla is aware of the nature of its risks, their status and how they are being managed.

 

Performance Reporting and Information

The Performance Reporting and Information team collates analyses and reports on quality and risk data relevant to the child and services. It identifies trends and performance data to support accountability and transparency, inform policy development and legislative reform, to demonstrate where standards and targets are being met, and identify risk and support decision-making at all levels of the organisation.

 

Quality Assurance and Monitoring

The team monitors and reports on service delivery against standards, regulations and legislative requirements, and seeks to ensure that service improvement activity takes place in response to reviews.

 

Service Experience and Feedback

Part 9 of the Child and Family Agency Act 2013 governs complaints procedures and reviews, complainants’ rights, referral to the Ombudsman, and annual report requirements. “Tell Us” is Tusla’s policy governing feedback and complaints. The team is responsible for managing Tell Us, including training other Tusla staff nationwide, collecting metrics, channelling complaints and feedback, and dealing with individual complaints. The team is also involved in encouraging participation of children and listening to the voice of the child in Tusla and Tusla-funded services.

 

Alternative Care and Commissioned Services

The team monitors and reports on alternative care settings for children who cannot live with their families. It aims to deliver purposeful intelligence-led regulation with a view to service improvement in commissioned services.

 

Health and 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.

 

National Research

Section 8 of the Child and Family Agency Act 2013 requires Tusla to commission or undertake research into matters related to its functions. Tusla’s National Research Office has been established to meet the requirement and seeks to generate new knowledge for the purposes of informing practice development, service improvement and decision making.  The National Research Office has responsibility for enabling and facilitating all research activity across Tusla, contributing to the development of Tusla services (including commissioned services) so that they are informed by robust evidence, information, data and policy.

 

Purpose of Role:

The successful candidate will:

 

Establish a consistent, coherent, and managed approach to tracking oversight reports including recommendations from bodies such as the Oireachtas, Ombudsman for Children, and others, and internal audit and monitoring. The approach will include the management of reports and recommendations and ensuring timely responses.

 

Support the Service Director, National Managers and the Business Manager and their staff in the development and preparation of annual business plans and service plans, monitoring and tracking of same, and incumbent on-going reporting requirements.
 

Support the implementation of statutory requirements, national standards and Tusla policies procedures and guidance in relation to external oversight bodies.

 

Assist in the development and delivery of tracking of performance and recommendations and outcomes as outlined in the Tusla Corporate Plan 2021- 2023.

 

Support the relevant information management systems.

 

 

 

Job Objectives

Main Duties and Responsibilities

  • To efficiently and effectively deliver full administrative day-to-day support to the office of the Director of Transformation and Policy
  • To manage the Directors diary, meeting requests, associated briefing material, issue of correspondence/circulars
  • Effectively co-ordinate responses to all general enquiries received
  • Organise teleconferences and multimedia meetings
  • To organise meeting/event venues (internal and external)
  • To record meetings, were required
  • Support the preparation and issuing of office documentation (correspondence, reports etc) to the highest possible standard
  • Ensure deadlines are met and that service levels are maintained
  • To act as Travel and Subsistence Co-ordinator for the Directorate
  • To prepare weekly time returns
  • Use appropriate technology to ensure work completed to a high standard
  • To maintain an effective filing system and ensure that archives and records are accurate and readily available
  • To support financial processes
  • Maintain confidentiality of documentation, records etc
  • Ensure consistent adherence to procedures within area of responsibility
  • Collection and management of required data and metrics, where required.
  • Carry out any other tasks as directed by the Line Manager
  • Maintain own knowledge of relevant procedures, practices and legislation to perform the role effectively and to ensure standards
  • Liaise appropriately with and assist other Tusla directorates in relation to tracking and oversight requirements.
  • Manage staff where required.

 

General administrative duties

  • Support the monitoring and control of resources in accordance with Tusla’s Financial Regulations.
  • Ensure appropriate records are maintained as required.
  • Promote good working practices and uniformity of standards.
  • Work within the parameters of all relevant legislation and internal Tusla policies, procedures and guidance.
  • Establish and maintain strong and positive communication with other Tusla directorates and stakeholders.
  • Establish and maintain links between Tusla and other agencies to support service delivery and learning in service user experience matters.
  • Represent line manager when requested.
  • Promote and participate in the implementation of any change management programme.
  • Contribute to the maintenance of a safe working environment in line with health and safety legislation.

 

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:

  • Minimum 2 years’ experience in a relevant administrative role
  • Strong IT skills particularly in Microsoft Outlook, PowerPoint, Excel and Word.
  • Experience in minute taking and report writing.
  • Proven experience working towards set deadlines in a dynamic and busy office environment 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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