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, assigned to a service delivery area or to support a functional area as required. The role involves supporting managers and colleagues, working as part of a team to meet work goals and objectives, and delivering quality services to internal and external customers.
Responsibilities
* Support clerical officers by providing comprehensive administrative and clerical support to the section, department or division, including copy (and audio) typing, proofreading, formatting and processing of documents (letters, reports, minutes, etc.).
* Prepare and complete standard letters, forms, reports, emails and statistics within clearly defined information.
* Manage standard enquiries and correspondence by telephone, email or post, including forwarding to other members of the section, coordinating draft replies, flagging, tracking and following up as appropriate.
* Provide a data entry service, maintaining spreadsheets and databases as required.
* Raise purchase orders on the Agresso system, deal with supplier enquiries and perform a basic accounts function for the section.
* Help ensure the implementation of the section or department work programmes to deliver on the Council’s Corporate Plan and operational plans.
* Assist the Staff Officer in communicating, implementing and managing change management initiatives within the relevant area of responsibility.
* Maintain high levels of customer service, responding to queries and requests for information in a professional, courteous and timely manner.
* Liaise effectively with employees, supervisors, managers in other sections, senior managers and customers on operational matters.
* Compile, prepare and present reports as necessary, including sensitive or confidential documents.
* Promote good practices with transparent reporting and communications to deliver accountable services in the department or section.
* Ensure confidentiality of documents and materials at all times.
* Organise and facilitate internal and external meetings and participate in discussions.
* Support Council and municipal district operations.
* Provide specialist administrative assistance in the delivery of projects as required.
* Assist the Staff Officer in managing and implementing health and safety for the section or department.
* Maintain an effective document management or filing system.
* Deputise for the Staff Officer or analogous grade as required.
* Take responsibility for personal development and participate in training and development as required.
* Input to Council corporate initiatives in accordance with the workload demand of the section.
* Perform any other duties of similar level and responsibility as may be required or assigned.
Panel Criteria
Panel A – Confined to Local Authority Sector
* Serving employee in a Local Authority or Regional Assembly with at least two years’ satisfactory experience in a post of Clerical Officer or analogous grade.
* Possess a satisfactory knowledge of the functions and duties of local authorities.
* Have satisfactory knowledge or experience of office organisation.
Panel B – Open
* Have obtained at least Grade D (or a pass) in five subjects (or four if Irish is included) at Higher or Ordinary level, including Irish and/or English and one of the following subjects: Mathematics, Accounting, Business Organisation or Economics.
* Have obtained at least Grade C (or Honours) in Higher Level (or Honours) papers in three subjects (or two if Irish and/or one of the following is included: Mathematics, Accounting, Business Organisation or Economics), or a comparable standard in an equivalent examination.
* Hold a third‑level qualification of at least degree standard.
Panel C – Confined to Galway County Council Employees
* Serving employee of Galway County Council with 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.
* Have satisfactory knowledge or experience of office organisation.
Further information is available in the Candidate Information Booklet on our website.
Human Resources Department
Galway County Council
Prospect Hill
Galway
H91 H6KX
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