THE ROLE
The Administrative Officer is the most senior grade within a five-tier administrative structure. The administrative structure ranges from the entry grade of Clerical Officer (grade 3) through to Assistant Staff Officer (grade 4), Staff Officer (grade 5), Senior Staff Officer (grade 6) and Administrative Officer (grade 7).
The Administrative Officer is a management position within the local authority and is assigned responsibility for the day-to-day administration and management of one or more sections or departments handling specific areas of the Council's activities, including the management of employees. The Administrative Officer is an operational team lead and a crucial level between frontline staff and senior management with responsibility for resource management and service delivery. The successful candidate will be expected to work closely with senior managers and elected representatives in delivering services to the highest standard and to contribute to the development and implementation of strategies and policies.
The Administrative Officer is the primary point of contact and liaison with other departments or directorates in relation to all operational matters for the service delivery section or sections for which they are responsible. The Administrative Officer may represent the Council on committees and at meetings and may be asked to report on progress in their respective section(s) at Council meetings, Municipal District meetings, Strategic Policy Committee meetings etc. An Administrative Officer is responsible for the efficient management, direction, and deployment of resources for the department or service to which they are assigned and will generally work as part of a multi-disciplinary team within one of the Council’s Directorates to deliver a broad and diverse range of services. These may include human resources, housing, transportation, planning, infrastructure, environmental protection, recreation, amenity and cultural provision, community development and emergency services.
The Administrative Officer is expected to carry out their duties with an understanding of the political context of local government and in such a manner that enhances public trust and confidence and ensures impartial decision making.
DUTIES
The post holder will work under the direction and control of the Senior Executive Officer or analogous grade or other officer designated by the Chief Executive or Director of Services as appropriate. The duties may include but are not limited to the following and the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.
1. To be responsible for the management and administration of one or more sections or departments within the Council, including the management of staff and the planning and prioritising of work programmes.
2. To contribute to and implement the strategic and policy decisions of the Council by ensuring that work programmes within their area of responsibility are implemented to deliver on the Council’s corporate and operational plans.
3. To develop and maintain productive working relationships with all external agencies, bodies, elected representatives, committee members and other stakeholders, including providing information and assistance when required.
4. To communicate and liaise effectively with employees, managers in other sections, senior managers, customers and elected representatives and other stakeholders in relation to operational matters for their section.
5. To research, analyse and communicate information on specific issues and policies as appropriate, including compiling, preparing and presenting reports, presentations, correspondence etc.
6. To represent the local authority on committees and at meetings and to report on progress in his or her respective section or department as required.
7. To provide support and administrative assistance in the delivery of projects as required.
8. To be responsible for the day to day financial management of capital and operational expenditure in the department or section, including preparation of budgets and maximising funding opportunities where appropriate.
9. To identify opportunities for improvements in the service delivery, value for money and other efficiencies within the relevant area of responsibility and to use performance indicators effectively as appropriate.
10. To communicate, implement and manage change management initiatives within the relevant area of responsibility.
11. To manage and supervise employees in supporting roles, including assigning duties and workload, providing on-going support, handling day to day issues and identifying training and development requirements as appropriate.
12. To ensure that department or section operations are in compliance with all Council policies, procedures, practices and standards and in compliance with the principles of good governance, legislative requirements and Department of Housing, Planning and Local Government circulars and guidance.
13. Ensure compliance with relevant policies, procedures, legislation, standards, codes of conduct and general principles of good governance, including grievance and disciplinary, performance management and attendance management, at all times.
14. 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 and other stakeholders as appropriate.
15. To participate in corporate management activities and responsibilities appropriate to the grade.
16. To be in compliance with Health and Safety legislative requirements, policies and procedures and safe systems of work.
17. To deputise for the line manager or equivalent as required.
18. To undertake any other duties of a similar level and responsibility, as may be required, or assigned, from time to time.
Further Information and Role Specification are available on Cork County Council's Website
Recruitment Section, Human Resource Management Directorate
County Library Building
Carrigrohane Road
Cork
T12 K335
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