Clare County Council. Candidate Information Booklet (Please read carefully) Post of : Senior Staff Officer (Grade VI)

Transcription

1 Clare County Council Candidate Information Booklet (Please read carefully) Post of : Senior Staff Officer (Grade VI) Closing Date : 4:00 p.m. Thursday 5 th October, 2017 Completed Application Form (4 copies) should be returned to : The Recruitment Officer Human Resources Department Clare County Council Áras Chontae an Chláir New Road Ennis Co. Clare. 1

2 Table of Contents : Page No. Clare County Council General Information 3 The Competition & Job Description 4 Essential Requirements for the post 5 Competencies for the post 5 Qualifications of Post 7 Particulars of Post 9 Important Checklist & Notes 15 2

3 CLARE COUNTY COUNCIL CONTEXTUAL BACKGROUND Clare County Council/ Comhairle Contae an Chláir is the authority responsible for Local Government in County Clare. The corporate headquarters are located at Áras Contae an Chláir, New Road, Ennis and there are four Municipal Districts (Ennis, Shannon, Killaloe and West Clare) which are supported through area offices in Ennis, Scarriff, Shannon, Ennistymon and Kilrush. There are 28 elected members with approximately 850 staff and an annual operating budget of million in Clare County Council provides a diverse range of services across a large geographic area. Key services areas include planning, Local Enterprise Office, community development, transportation, motor tax, water, environment, emergency services along with housing, libraries and sports & amenities. These operations are supported by internal services which include ICT, corporate, finance and human resource functions. There is a diverse demographic across urban and rural communities with tourism bringing seasonal changes in population and activity in the county. The Shannon estuary, Shannon Airport, industrial zones and geographic location between larger urban areas, coupled with the unique landscape and heritage add to the diversity of activity in the County. Local democracy is strengthened through the Municipal Districts and changes in legislation and regulation have placed greater emphasis on the role of the Local Authority in driving economic activity, ensuring accountability, accessibility and innovation while placing the customer and the community to the fore of service delivery. 3

4 CLARE COUNTY COUNCIL Áras Chontae an Chláir, New Road, Ennis, Co Clare Tel: (065) Web: Post of Senior Staff Officer (Grade VI) THE COMPETITION Clare County Council is currently inviting applications from suitably qualified persons for the above competition. Clare County Council will, following the interview process, form 2 panels for the post of Senior Staff Officer (Grade VI) from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Planning and Local Government. 20% of posts filled at Grade V to Grade VII level will be filled by Open Competition and 80% of posts will be confined to the Common Recruitment Pool. Suitably qualified persons are invited to apply for the following panel(s) : - Panel A (Common Recruitment Pool Competition) - Panel B (Open Competition) Panel A (Common Recruitment Pool Competition) will comprise of successful applicants from within the Common Recruitment Pool only, i.e. candidates serving in a local authority, health board, vocational education committee in the State, institute of technology, the General Medical Services (Payments) Board, St. James's Hospital Board, Beaumont Hospital Board, An Bord Altranais, the Local Government Computer Services Board, the Border, Midland and Western Regional Assembly or the Southern and Eastern Regional Assembly and have satisfactory experience at a level not lower than that of Assistant Staff Officer. Panel B (Open Competition) will comprise of all successful applicants in order of merit and may include internal and external applicants. JOB DESCRIPTION The Senior Staff Officer is a middle management position within the local authority and is assigned responsibility for managing the performance of a section / department handling an area of the local authority s activities. The administrative structure ranges from the entry grade of Clerical Officer, through to Assistant Staff Officer, Staff Officer, Senior Staff Officer and Administrative Officer. A Senior Staff Officer will generally work under the direction and management of an Administrative Officer or analogous grade. A Senior Staff Officer s operational duties may include the day to day running of a section, the supervision and management of staff within the section, the planning, allocation and prioritisation of work and the reporting of progress of work at staff management meetings. Other duties may include representing their Department or the Council on various committees and contributing through the business planning process. The Senior 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 Senior Staff Officer role requires excellent administrative, employee management, interpersonal, communication and other particular skills and expertise depending on assignment. 4

5 Essential Requirements for the Post All posts of Senior Staff Officer (Grade VI) will be filled from this publicly advertised competition. Candidates are required to demonstrate a clear knowledge and understanding of: Local authority services, its key stakeholders and relationships Local government structures, functions and its democratic role and mandate Current local government issues Key policies guiding the local government sector Good governance principles Public service values The ideal candidate must be able to demonstrate that they have sufficient experience and a proven track record in the following: Managing people Financial management and budget preparation Communicating effectively across different levels within an organisation Problem solving Decision making Project management Stakeholder networking and engagement Administration and report writing Operation of ICT systems and standard office software packages Health & Safety Management Competencies for the Post Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take particular note of these when completing the application form as any short-listing or interview processes will be based on the information provided by candidates: Management & Change: Ability to translate the corporate policies and strategies into operational plans and outputs Clear understanding of political reality and context of the local authority Embeds good governance practices into day to day activities, practices and processes Develops and maintains positive and beneficial relationships with relevant interests Ability to sustain a positive image and profile of the local authority Delivering Results: Acts decisively and makes timely, informed and effective decisions Contribute to operational and develop team plans in line with corporate goals, operational objectives and available resources Establishes high quality service and customer care standards Ability to manage the allocation, use and evaluation of resources to ensure they are used effectively to deliver on operational plans Ability to drive and promote reduction in costs and minimisation of waste 5

6 Performance through People: Ability to effectively manage performance Ability to build and lead a positive, diverse and productive section / unit or team effectively Ability to empower and encourage people to deliver their part of the operational plan Ability to recognise the value of and requirement to communicate effectively Demonstrate good interpersonal skills Demonstrates effective verbal and written communication skills Personal Effectiveness: Initiative and creativity Enthusiasm and positivity about the role Resilience and Personal Well-Being Personal Motivation Commitment to integrity & good public service values Understanding the structures and environment within which the local authority sector operates and the role of a Senior Staff Officer in this context Knowledge of current local government issues and strategic direction of local government Key Duties Details of Key Duties are outlined under Particulars of Post. 6

7 1. Character Candidates shall be of good character. CLARE COUNTY COUNCIL Aras an Chontae, New Road, Ennis, Co Clare Tel: (065) Web: Post of Senior Staff Officer Qualifications for the post Common Recruitment Pool (Panel A) 2. Health Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 3. Education, Training, Experience, etc. Each candidate must, on the latest date for receipt of completed application forms - (a) be a serving employee in a local authority, health board, vocational education committee in the State, institute of technology, the General Medical Services (Payments) Board, St. James's Hospital Board, Beaumont Hospital Board, An Bord Altranais, the Local Government Computer Services Board, the Border, Midland and Western Regional Assembly or the Southern and Eastern Regional Assembly and have satisfactory experience at a level not lower than that of Assistant Staff Officer, and (b) have not less than two years satisfactory experience either in that post or at a level not lower than that of Clerical Officer in one of the organisations set out in paragraph (a) above, and (c) have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organisation and control of staff. 4. Age Each candidate must be under 65 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act However, the age restriction of 65 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act

8 1. Character Candidates shall be of good character. Post of Senior Staff Officer Qualifications for the post Open Recruitment (Panel B) 2. Health Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 3. Education, Training, Experience, etc. Each candidate must have, on the latest date for receipt of completed application forms - (a) (b) A good general standard of education and Satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organisation and control of staff. 4. Age Each candidate must be under 65 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act However, the age restriction of 65 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act

9 Post of Senior Staff Officer Particulars of Post The Post: The post is whole-time and pensionable. Panels will be formed for an initial period of one year and these may be extended for a further year at the discretion of the Chief Executive. Panels will be formed following interview and from which both full-time & part-time, temporary and permanent positions that arise may be filled from these panels during their lifetime, subject to approval from Department of Housing, Planning & Local Government. Positions will be offered in order of merit as per the panels. Salary: The salary shall be fully inclusive and shall be as determined from time to time. Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular. Starting pay for new entrants to the sector will be at the minimum of the scale. Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale, and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee s current point of scale. The rate of remuneration may be adjusted from time to time in line with Government pay policy. The current salary scale applicable to the post is 45,849-56,031. Duties: The duties of the post are to give to the local authority, and a) such other local authorities or bodies for which the Chief Executive, for the purposes of the Local Government Acts 2001 and 2014, is Chief Executive, and b) to any other local authority or body with which an agreement has been made by the local authority, or by any of the authorities or bodies mentioned in subparagraph (a) of this paragraph under the general direction and supervision of the Chief Executive or such other employee as the Chief Executive may from time to time determine, such appropriate services of an executive, administrative or management nature as may be required by any local authority or body herein before mentioned in the exercise and performance of any of its powers, functions and duties to exercise such powers, functions and duties as may be delegated to him/her by the Chief Executive from time to time, including the duty of servicing all committees that may be established by any such local authority or body. The post holder will, if required, act for an employee of a higher level. The post holder may be required to work outside his/her normal job description from time to time. The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require : To be responsible for the supervision of a section or function within the Council. To support the Administrative 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 Administrative Officer to communicate, implement and manage all change management initiatives within the relevant area of responsibility. To supervise employees in supporting roles up to the position/grade of Staff Officer (Grade V) or analogous grades, including assigning duties and workload. 9

10 To provide on-going support to employees in the department or section, including handling day to day problems and identifying training and development requirements as appropriate. To ensure full compliance with all organisational policies and procedures including grievance and disciplinary, performance management and attendance management. To communicate and liaise effectively with employees, supervisors and managers in other sections, senior managers and customers in relation to operational matters for their section. To prepare budgets and ensure that work programmes are implemented within allocated budgets. To identify opportunities for improvements in the service delivery within the relevant area of responsibility and to use key performance indicators or other performance indicators effectively as appropriate. 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 provide assistance in the understanding and interpretation of the Council s policies and procedures to employees in their area of responsibility and to customers as appropriate. To carry out duties in a manner that enhances public trust and confidence and ensures impartial decision making. 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 carry out duties in a politically neutral manner, with a clear understanding of the political reality and context of the local authority. To provide specialist administrative assistance and support in the delivery of projects as required. To support the Administrative Officer in the management and implementation of Health and Safety for the section or department. Deputise for line manager when required; Undertake any other duties of a similar level and responsibilities as may be required from time to time. Work Base: Clare County Council reserves the right to assign you to any department, premises or district in use by the Council, now or in the future. Changes in location of employment will not result in payment of disturbance money or other compensation. The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work. Working Hours: The working hours at present provide for a five day, thirty-seven hour working week. The Council reserves the right to alter the number of hours worked each day/each week and/or the times at or the days on which the hours are to be worked. The post-holder will be given as much notice as is reasonably practicable of any change in the schedule of hours worked. The post may require flexibility in working outside of normal hours, including at weekends, as necessary. No additional remuneration will be paid in respect of such activities. The provisions of Clare County Council s Leave Policy is applicable to this grade at the current time. A flexible working hours system is in operation and may be availed of subject to the terms and conditions of the Leave Policy. 10

11 Annual Leave: The current annual leave entitlement is 30 days per annum. Clare County Council s holiday year runs from 1 st January to 31 st December. Granting of annual leave, payment for annual leave and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1977 (as amended). Sick Leave: The terms of the Public Service Sick Pay Scheme will prevail. Superannuation: Public Service Pensions (Single Scheme and Other Provisions) Act 2012: New members joining the Public Sector on or after 1st January, 2013 will be required to join the Single Public Service Pension Scheme. The Single Scheme applies to all pensionable first-time entrants to the Public Service as well as to former public servants returning to the public service after a break of more than 26 weeks. In each pay period an amount equivalent to 3.5% of net pensionable remuneration PLUS 3% of pensionable remuneration will be deducted as the member s contribution under the Scheme. This includes a contribution to a Spouse s and Children s Scheme. Persons who commenced Public Sector Employment prior to 1 st January 2013: Persons who become pensionable employees of a local authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children). Persons who become pensionable employees of a local authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 5% of their pensionable remuneration. All persons who become pensionable employees of a local authority will be required in respect of the Local Government (Spouses and Children s Contributory Pension) Scheme to contribute to the local authority at the rate of 1.5% of their pensionable remuneration in accordance with the terms of the scheme. Retirement: Public Service Pensions (Single Scheme and Other Provisions) Act 2012 : The compulsory retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 is 70 years. Minimum pension age of 66 years, rising to 67 years and 68 years in line with State Pension age changes, is applicable. Public Service Superannuation (Miscellaneous Provisions) Act, 2004: There is no mandatory retirement age for New Entrants from 1st April, 2004 to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act years is the minimum age at which a person may be paid. As a new entrant to the public service, under the terms of this legislation, new entrants will not be required to retire on grounds of age. Anyone who is not a New Entrant to the public service, defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is subject to compulsory retirement age of 65 years. Travel: When required to do so, holders of the post shall hold a full driving licence for class B vehicles and shall drive a motor car in the course of their duties and for this purpose, provide and maintain a car to the satisfaction of the local authority. If you are required to travel as part of your official duties, Clare County Council as your 11

12 employer must be indemnified on your insurance policy. Travelling expenses and subsistence expenses necessarily incurred in the course of official duties will be refunded in accordance with appropriate rates in line with the relevant Department Circulars and Clare County Council s Travel and Subsistence Policy. If during your employment, your licence is revoked, even temporarily, or if you receive endorsements on your licence, which may affect your duties, you are obligd to notify the Council immediately. Taking Up Appointment: The local authority shall require a person to whom an appointment is offered to take up such appointment within a period of four weeks and if he/she fails to take up the appointment within such period or such longer period as the local authority in its absolute discretion may determine, the local authority shall not appoint him/her. Recruitment: - Shortlisting: Normally the number of applications received for a position exceeds that required to fill existing and future vacancies for the position. While a candidate may meet the eligibility requirements of the competition, if the numbers applying for the position are such that it would not be practical to interview everyone, Clare County Council may decide that a number only will be invited to same. In this respect, Clare County Council provide for the employment of a short listing process to select a group for interview who, based on an examination of the application forms, appear to be the most suitable for the position based on the specific competencies identified in the job description. An expert board will examine the application forms against a predetermined criteria based on the requirements of the position. This is not to suggest that other candidates are necessarily unsuitable or incapable of undertaking the job, rather that there are some candidates, who based on their application, appear to be better qualified and/or have more relevant experience. It is therefore in your own interest to provide a detailed and accurate account of your relevant qualifications/ experience on the application form and also to demonstrate sufficient evidence of the competencies required for this position. On occasion a shortlisting interview may take place. - Competitive Interview: Selection will be by means of a competition based on an interview conducted by or on behalf of the local authority. The number of persons to be invited shall be determined by the Local Authority having regard to the likely number of vacancies to be filled. Candidates will be required to pay any expenses incurred by them in attending the interview. A panel may be formed on the basis of such interview. Candidates whose names are on a panel and who satisfy the local authority that they possess the qualifications declared for the post and that they are otherwise suitable for appointment may, within the life of the panels, be appointed as appropriate vacancies arise. It should be noted that the terms of Paragraph 13 of Circular Letter EL 02/09 - Incentivised Scheme of Early Retirement may need to be considered in some instances. It is a condition of this scheme as set out in the Department of Finance Circular 12/2009 that retirees, under that Scheme, are debarred from applying for another position in the same employment or the same sector. Furthermore, persons who have availed of a Redundancy Payment Scheme should note that it is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re-employment in the public service by any public service body (as defined by the Financial Emergency Measures in the Public Interest Acts ) for a period of 2 years from termination of the employment. Thereafter the consent of the Minister for Public Expenditure and Reform will be required prior to re-employment. Applicants will be required to declare whether they have previously availed of either of the above schemes. 12

13 Health: For the purpose of satisfying the requirements as to health, it may be necessary for the successful candidates, before they are appointed, to undergo at their expense a medical examination by a qualified medical practitioner to be nominated by the local authority. On taking up appointment, the expense of the medical examination will be refunded to candidates. The successful candidate must comply, at his/her own expense with such remedial requirements as the Council considers necessary. Residence: The holder of the post shall reside in the district in which his/her duties are to be performed or within a reasonable distance thereof as determined by Clare County Council. Safety & Welfare: The holder of the post shall co-operate with the terms of Clare County Council s Safety Statement and Major Emergency Plan. He/she shall familiarise him/herself with the safety rules and procedures and make proper use of all safety clothing and equipment. Failure to comply with the terms of the Safety Statement may result in a disciplinary action. If required, the successful candidate shall wear protective clothing and have on his/her person at all times a valid Safe Pass card. Should he/she not hold a valid Safe Pass card, a course shall be undertaken to attain the card. Training: It is a condition of employment that successful candidates will be required to participate in training programmes relevant to the skills necessary for the performance of the duties attaching to the post. Policies & Procedures: The post-holder will be expected to abide & adhere to the policies & procedures applicable to Clare County Council. These include but are not limited to: Code of Conduct for Employees Attendance Management Policy & Sick Leave scheme Grievance & Disciplinary Performance Management & Development System Confidentiality Information Communications & Acceptable Usage Policy and Social Media Policy Probation: Where persons who are not already permanent employees of a local authority are appointed, the following provisions shall apply: (a) there shall be a period after such appointments take effect during which such persons shall hold such office on probation; (b) such period shall be one year but the Chief Executive may at his/her discretion extend such period; (c) such persons shall cease to hold such employment at the end of the period of probation unless during such period the Chief Executive has certified that the service of such persons is satisfactory; (d) the period at (a) above may be terminated on giving one weeks notice as per the Minimum Notice and Terms of Employment Acts; (e) there will be assessments during the probationary period. Reference/Documentary Evidence: Each candidate may be required to submit as references, the names and addresses of two responsible persons to whom he/she is well known but not related, at least one of whom must be a former/current 13

14 employer. Candidates may be required to submit documentary evidence to the local authority in support of their application. The admission of a person to a competition, or invitation to attend an interview, is not to be taken as implying that Clare County Council is satisfied that such person fulfils the requirements of the competition or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important, therefore, for you to note that the onus is on you to ensure that you meet the eligibility requirements for the competition before attending for interview. If you do not meet the essential entry requirement but nevertheless attend for interview you will be putting yourself to unnecessary expense. Prior to recommending any candidate for appointment to this position, Clare County Council will make all such enquiries that are deemed necessary to determine the suitability of the candidate. Garda Vetting : Successful candidates will be subject to Garda Vetting in advance of appointment to the position. Canvassing: Any attempt by a candidate himself or herself or by any person(s) acting at the candidate s instigation, directly or indirectly, by means of written communication or otherwise, to canvass or otherwise influence in the candidate s favour, any member of the staff of Clare County Council or person nominated by the County Council to interview or examine applicants, will automatically disqualify the candidate for the position being sought. Expenses incurred by candidates in attending interview, etc., will be at the candidates own expense. Clare County Council is an equal opportunities employer. 14

15 Application for the post of Senior Staff Officer CLOSING DATE FOR RECEIPT OF APPLICATIONS : 4:00 p.m. Thursday 5 th October, 2017 IMPORTANT CHECKLIST AND NOTES: This application form (4 copies) should be submitted fully completed to the Recruitment Officer, Human Resources Section, Clare County Council, Áras Chontae an Chláir, New Road, Ennis, Co. Clare not later than 4.00 p.m. on Thursday 5 th October, Responsibility rests with the applicant to ensure the application form, in full (x4), is received on time by the Human Resources Department of Clare County Council. 4 x Hard copies only, application forms are not accepted by . Candidates who send their application by post should allow sufficient time to ensure delivery not later than the latest time for acceptance. Allegations that any application form or letter relating to it has been lost or delayed in the post will not be considered by the Council unless a Post Office Certificate of Posting is produced in support of such allegations. Responsibility to make contact with An Post regarding any delay rests with the applicant. Before you return the form, please ensure that you have completed all sections and that you have signed the declaration at the end of the form. You should satisfy yourself that you are eligible under the criteria set out for the position. The Council cannot undertake to investigate the eligibility of candidates in advance of the interview and hence persons who are ineligible, but nevertheless enter, may thus put themselves to unnecessary expense. Candidates attend for interview at their own expense. Please note that you may be asked to provide evidence of the level of your qualifications on the National Framework of Qualifications and copy of certificates verifying qualifications and/or transcripts. The onus is on candidates to establish eligibility in this application form. Original certificates will be required prior to any appointment. Applications may be short-listed on the basis of the information provided on the application form and it is expected that given the qualifications and experience of prospective applicants that the shortlisting requirements will be significantly higher than the minimum qualifications and experience requirements set out for the post. NOTE: PLEASE RETURN ONLY THE APPLICATION FORM SECTION AND RETAIN THE INFORMATION BOOKLET FOR YOUR OWN RECORDS. 15