Join to apply for the Office Supervisor role at Office of Public Works
Base pay range
The Office of Public Works (OPW) is holding an open competition for appointment to the position of Stores and Office Supervisor in National Historic Properties, covering Castletown House and Demesne and Donaghcumper House, Co Kildare. This position will be based in Castletown House, Celbridge, Co Kildare. The successful candidate will be required to undertake the duties of the role that are required in respect of Castletown House and Donaghcumper House, with occasional attendance at Farmleigh House when required.
Essential Eligibility Requirements (at the closing date):
* At least 2 years proven experience and/or qualification in human resources administration, payroll, stores administration, financial administration and management of payments, accounts and records management supported by usage of relevant computer applications;
* Be proficient in using a number of computer applications e.g. Payroll, Word, Excel, Databases;
* Have a high level of numerical, verbal and written communication skills;
* Hold a full, clean and current manual driving licence, category B&W
Note: * (1) If your Irish driving licence is restricted to driving cars with an automatic transmission only (denoted by the code 78 appearing on the licence), you are not eligible.
(2)From 1 January 2021 if you are resident in Ireland and hold a UK/NI driving licence it is no longer valid to drive on here in Ireland. It is not legal for driving purposes and must therefore be exchanged. It is vital that you have a valid driving licence and that you are legally allowed to drive in Ireland by exchanging a UK/NI licence for an Irish driving licence. Further information available on: www.ndls.ie
Principal Duties and Skills
The following list of duties and skills is not exhaustive but indicative of the role of the Stores and Office Supervisor:
* Supervisory role over Storekeeper Clerk in Charge and Storekeeper Clerks, where applicable;
* Monitor, check and organise work;
* Liaise with own supervisor/management for the purpose of carrying out instructions and reporting.
Wages & Budget
* Management of and reporting on preparation of wages;
* Ensuring wages are prepared and calculated in line with current regulations and pay agreements;
* Processing wages details through the payroll computer system (Corepay);
* Management of overtime and the Working Time Act;
* Assist with preparation of budget figures for monthly budget reporting and annual budget profiling.
Procurement
* Possess and apply a thorough knowledge of procurement matters and procurement legislation in order to help ensure compliance;
* Undertake a key role in the procurement process including use of relevant systems and software;
* Responsible for ensuring access/availability of all procurement documentation including ongoing maintenance of all procurement related records;
* Responsible for ensuring assistance and participation in audits (both internal and external) and in post-audit tracking.
Works Orders and Accounts
* Collection and processing of work orders as necessary;
* Ensuring orders are delivered and received in line with best practice;
* Ensuring relevant paperwork is forwarded to Accounts Section;
* Maintaining detailed records of all items held in Stores;
Personnel
* Maintaining complete and accurate personnel files and records, including sick leave, annual leave and attendance record cards;
* Maintaining and keeping up-to-date the appropriate databases;
* Ensure compliance with Department of Public Expenditure & Reform (DPER), and other relevant, circulars.
General Duties
* Checking and processing of payments;
* Co-operation and assistance re implementation of new technology;
* Responsible for processing complex, non-routine requirements, queries and costing calculations including preparation of estimates;
* Gain proficiency in and apply usage of relevant computer applications and systems that are necessary to undertake the above duties;
* Maintain appropriate and detailed records for any queries and audits that may arise in respect of the above full range of duties. This includes the detailed documentation of all relevant procedures;
* Deal with any queries arising in respect of the full range of duties as set out above;
* Collaborate with other OPW Business Units (i.e. Furniture Branch, Health & Safety Unit) and other Civil Service Departments (i.e. State Claims Agency, OGP) as necessary;
* Any other duties appropriate to the Grade, which may be assigned to him/her by the Foreperson/Manager or other person in charge.
Additional duties specific to this role
* In co-ordination with other relevant staff implement and maintain an events programme, including regular markets, musical events and theatrical performances;
* Manage any requests for the use of the house and grounds for filming;
* Manage all requests for use of the house and grounds by groups and local organisations;
* Manage the use of the conference centres for meetings, symposia and launches;
* Ensure that all facility fees are paid in full and on time for the use of the house, conference centre and estate by third parties;
* Along with the site foreperson liaise with the concessionaires for the restaurant on a regular basis and ensure that the restaurant is managed in accordance with the signed agreements’.
Seniority level
Not Applicable
Employment type
Full-time
Job function
General Business
Industries
Government Administration
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