Lead Arts in Education Administrator

Job details

Location:Tralee
Job type:Full Time
Date added:11.11.2022
Employer:Tralee Education Support Centre

Job description

Lead Arts in Education Administrator Grade 4

- Specific purpose contract
- Hours 9am - 5pm (Monday - Friday)
- High proficiency in ICT skills are essential

Nature of Post:

Specific Purpose Contract:
- Full-time position 35 hours per week

Location:
- Appointment is to the Education Centre Tralee to work on the TAP, Creative Cluster, BLAST and associated Arts in Education Initiatives

Reporting/Accountability Relationship:
- The Grade IV Administrative Officer reports to the Director of the Education Centre Tralee and works with the National Director for the Integration of the Arts in Education on the management of the Arts in Education Initiatives TAP, Creative Clusters, BLAST and associated AIE initiatives

Post Summary/Purpose:
- The Grade IV Officer is a support/supervisory position within the Education Centre Tralee and is assigned responsibility for the day to day operation of the AIE work area, section or team
- The Grade IV Administrative Officer works as part of a team, supporting managers and colleagues to meet work goals and objectives and to deliver quality services to internal and external customers. The post holder will be responsible for the implementation of work programmes to achieve goals and targets
- The post holder will be required to be flexible, and undertake duties to support the work of the Arts in Education Department as a whole
- The post holder will promote and maintain best practices throughout the AIE Department to ensure a quality service is delivered at all times

Key Responsibilities:
- Support the Director through the development and implementation of best practices in relevant areas of responsibility
- Under the guidance of the Director and National Director for the Integration of the Arts in Education plan, develop, implement and maintain an effective up to date record management system for TAP, Creative Clusters and BLAST and associated AIE initiatives
- Support the co-ordination and introduction of an effective file management system
- Create and update personal files ensuring all information required is submitted, personal information held is accurate and files are in compliance with Data Protection legislation
- Regularly review AIE records including all relevant files to ensure records are held in accordance with Records Retention Schedule
- Organise the storage and/or archiving of AIE records and associated files
- Responsibility for the day to day management of the AIE initiatives as assigned by the Director
- Develop and produce timely reports to ensure efficient and effective attendance management system
- Responsibility for keeping up to date on AIE initiative requirements and relevant records and documentation to areas of responsibility and ensuring, under guidance of the Director, same are implemented efficiently
- Under the guidance of the Director collect and collate data for Department of Education and other returns, as assigned
- Responsible for the AIE documentation administration ensuring that documentation is circulated to relevant line managers in an efficient and timely manner
- Undertake tasks in other areas of the AIE Department as assigned by the Director
- Be accountable to the Director in all matters relating to areas of responsibility
- Assist in the planning, development and implementation of new systems as required with special reference to the introduction and development of computerised and online systems
- Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner
- Ensure all information received within the Department remains confidential
- Contribute to the setting of organisational tone through policies and the development and promotion of good internal controls in relevant areas of responsibility
- Ensure the information delivered to Director, staff and other stakeholders is relevant, appropriate and timely, and in line with the Education Centre Tralee policies and procedures
- Attend, as required, working groups and committees of Education Centre Tralee AIE initiatives
- Represent the AIE Department of Tralee Education Centre at meetings, if required, with external agencies/bodies/groups that are necessary for the proper discharge of the post
- Maintain a strong focus on self-development, seeking feedback and opportunities for growth
- Research issues thoroughly, consult appropriately to gather all information needed on an issue
- Plan and prioritise work in terms of importance, timescales and other resource constraints, re-prioritising in light of changing circumstances for self and relevant staff teams
- Carry out lawful orders of the Director
- Carry out any other duties appropriate to the grade which may be assigned from time to time

The above list of accountabilities may be varied having regard to the changing needs of the AIE initiatives of the Administrative Base and the terms of the post can include delivery of responses to unpredictable work demands as they arise.

Person Specification:
- This post is open to existing members of the Education Centre Tralee administration staff.
As per CL 0008/2017 and CL 46/2017, candidates for a Grade IV post must:
- Have the requisite knowledge, skills and competencies to carry out the role
- Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service:
Be capable and competent of fulfilling the role to a high standard;
- Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise;
- Have at least two years in a Grade III post, or equivalent, or higher, in the Education Centre Sector
- Have successfully completed their probation period, or have successfully completed a probation period at a lower eligible grade

Desirable Criteria:
- Achieved or be at an advanced stage of working towards a Level 6 qualification or higher on the National Framework of Qualifications
- Ability to analyse complex issues
- Excellent administrative and IT Skills
- Strong Communication Skills, both written and oral.
- Demonstrable initiative
- Strong attention to detail

Competences required:
- The Education Centre Tralee Core Values of Respect, Quality, Equality, Inclusion and Learning are the guiding principles of the organisation and underpin the competencies required to fulfil this role

The person appointed to the above post will be required to show evidence of the following competences:

People Management:
- Leads others, monitoring performance and trying to get the best out of people
- Allocates work fairly and appropriately and ensures that everybody does their fair share
- Addresses any performance issues in a timely, appropriate and constructive manner
- Involves others in decisions that affect them, allocating work fairly and appropriately
- Demonstrates trust in others to deal with important tasks and acknowledges a job well done
- Helps team members to identify their own and their team?s learning and development needs in line with objectives
- Helps build effective relationships and resolve disagreements between team members
- Acts as an effective link between staff and other managers

Information Management and Decision Making:
- Follows procedures and ensures they are implemented in own area, understanding the rationale behind them
- Reviews completed work regularly and acts on learning points
- Evaluates current work practices to identify changes that could be made to improve efficiencies
- Can work effectively on a number of tasks at the same time
- Is comfortable working with and manipulating a range of data, e.g. numerical, written etc.
- Makes sound appropriate decisions in a confident manner and can justify and stand by them

Delivery of Results:
- Delivers results on time and to a high standard
- Takes responsibility for own work and the work of the team
- Plans and prioritises the work schedule, ensuing the efficient use of all of the resources available and delivering on objectives even with multiple or conflicting demands
- Evaluates the current work practices to identify changes that could be made to help them run more effectively
- Maintains accurate records and monitors work, ensuring any errors are identified and rectified
- Appreciates the need to delegate work appropriately rather than doing everything oneself

Interpersonal & Communication Skills:
- Shows respect, tact and maintains composure when dealing with customers or staff members
- Demonstrates the ability to be assertive and negotiate when necessary, communicating in a clear and confident manner whilst remaining approachable and polite
- Listens to others and invites feedback, dealing with information in a constructive way
- Influences others by actively listening and clearly expressing their position
- Produces written letters /reports in a clear and concise manner

Specialist Knowledge, Expertise and Self Development:
- Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, relevant policies etc
- Has a clear understanding of the role, objectives and targets and how they fit into the work of the unit and Department and communicates this to the team
- Leads by example, being committed to self-development and enhancing the knowledge and skills required to improve performance

Drive & Commitment to Public Service Values:
- Consistently strives to perform at a high level, demonstrating flexibility and finding solutions to overcome obstacles
- Serves the Government and people of Ireland
- Can work independently without excessive guidance or support
- Demonstrates resilience in the face of significant demands and challenges
- Ensures that the customer is at the heart of all services provided
- Is personally honest and trustworthy
- Acts with integrity and supports this in others

Remuneration:
Euro 31,513 per annum

Please mark the envelope "Arts in Education Lead Administrator"
Please enclose letter of application with a copy of CV and two written references
Closing Date: 25/11/2022 at 5pm

Requirements

Fluent written and spoken english required.

How to apply

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