Galway County Council is establishing panels for the position of Assistant Staff Officer from which permanent and/or temporary vacancies may be filled.
The Assistant Staff Officer is a key support position within the Council and is assigned to a service delivery area or to support a functional area as required. The Assistant Staff Officer will work under the direction and management of the Staff Officer or analogous grade, or other employee designated by the Administrative Officer, Senior Executive Officer or Director of Services as appropriate. The role involves supporting managers and colleagues and working as part of a team in meeting work goals and objectives and delivering quality services to internal and external customers.
The Assistant Staff Officer will work as part of a multidisciplinary team within the Council, assisting with the implementation of work programmes to achieve goals, targets and standards set out in Departmental and Team development plans. The Assistant Staff Officer will be expected to use initiative and work to a high standard and will be required to operate the Council’s existing and future IT systems as part of their work.
The Assistant Staff Officer role requires excellent administrative, interpersonal, communication and other particular skills and expertise depending on assignment.
The successful candidate will be expected to carry out duties set out below;
The main duties and responsibilities of the role of Assistant Staff Officer (Grade IV) are:
- To support clerical officers to provide a comprehensive administrative and clerical support to the section, department or division, including:
- Copy (and audio) typing, proof reading, formatting and processing of documents (letters, reports, minutes etc.)
- Preparing and completing standard letters, forms, reports, emails and statistics within clearly defined information
- Dealing with standard enquiries and correspondence by telephone, email or post, including forwarding to other members of the section, co-ordinating draft replies, flagging, tracking and following up emails and correspondence as appropriate
- Providing a data entry service, maintaining spreadsheets and databases as required
- Raising purchase orders on the Agresso system, dealing with enquiries from suppliers and providing a basic accounts function for the section
- To support the Staff Officer to ensure the section or department work programmes are implemented to deliver on the Council’s Corporate Plan and operational plans.
- To support the Staff Officer to communicate, implement and manage all change management initiatives within the relevant area of responsibility.
- To ensure high levels of customer service, responding to queries and requests for information in a professional and courteous and timely manner.
- To communicate and liaise effectively with employees, supervisors and managers in other section, senior managers and customers in relation to operational matters for their section.
- To compile, prepare and present reports as necessary, including the preparation of reports or letters, which may be sensitive and/or confidential in nature.
- To support the implementation of good practices with transparent reporting and communications to deliver accountable services in the department or section.
- To ensure confidentially of documents and materials as appropriate at all times.
- To organise and facilitate internal and external meetings and participate and engage in discussions as appropriate.
- To support the Council and Municipal District operations.
- To provide specialist administrative assistance and support in the delivery of projects as required.
- To support the Staff Officer in the management and implementation of Health and Safety for the section or department.
- To maintain an effective document management or filing system as required.
- To deputise for the Staff Officer or analogous grade as required.
- To take responsibility for personal development and participate in training and development as required.
- To input to Council corporate initiatives, as required and in accordance with the workload demand of the section
- To undertake any other duties of a similar level and responsibility, as may be required, or assigned, from time to time.
Each candidate must, on the latest date for receipt of completed Application Forms:
(1) (a) Have obtained at least Grade D (or a pass), in Higher or Ordinary level, in five subjects (or four subjects if Irish is included) from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme including Irish and/or English and one of the following: Mathematics, Accounting, Business Organisation or Economics,
AND
(b) Have obtained at least Grade C (or Honours) in Higher Level (or Honours) papers in three subjects in that examination (or two subjects if Irish and/or one of the following is included: Mathematics, Accounting, Business Organisation or Economics),
OR
(2) Have obtained a comparable standard in an equivalent examination
OR
(3) Hold a third level qualification of at least degree standard.
Panel C - Confined to employees of Galway County Council
Each candidate must, on the latest date for receipt of completed application forms;
- be a serving employee of Galway County Council and have at least two years satisfactory experience in a post of Clerical Officer or analogous post
- possess a satisfactory knowledge of the functions and duties of local authorities; and
- have a satisfactory knowledge or experience of office organisation.
*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.
Further Information is available in the Candidate Information Booklet available on our website.
