Grade IV, Office of the Chief Executive

Tusla Corporate Office, Brunel Building, Heuston South Quarter, Dublin 8   Permanent
Other  Salary:  See Description for Details
Closing Date: 24/05/2018 Recruitment start: 03/05/2018


Job Description

To provide administrative support to the department.
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

Further information is available on www.tusla.ie

Job Objectives

• Ensure the efficient day-to-day administration of the Office of the Chief Executive
• 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.
• Producing board meeting papers, agendas, and facilities for meetings.
• Producing SMT meeting papers, agendas, and facilities for meetings.
• Typing notes / Dictaphone tape following meetings.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
• Following up on correspondence, ensure responses issue from the nominated Directorate and CEO’s files (Softco) are kept up-to-date.
• Covering the phone while the Grade VI is at meeting.
• File management .
• To enhance internal and external service delivery by good communications
• Work as part of a team and to ensure that all members are treated with dignity and respect.

Financial Administration

• Processing of invoices
• T&S for staff within the CEO’s Office
• T&S for Board members

• 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.

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

Skills Required

Candidates at time of application must:

• Be currently in direct 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 38/39 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.
• Have at least one years experience in a designated office within the Services
• 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.
• Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction
• 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).

• Have a good level of proficiency of Microsoft Office with excellent skills in Excel (including Pivot tables, macros, VLOOKUP etc.)
• Possess sufficient administrative capacity to discharge the functions of the grade/post.

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

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.

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