The position of Grade IV encompasses both managerial and administrative responsibilities, which include the following:
Administration
- Ensure the efficient day-to-day administration of area of responsibility.
- Ensure that deadlines are met and service levels maintained.
- Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing the work of the team to ensure quality and accuracy.
- Ensure that archives and records are accurate and readily available.
- Maintain confidentiality of documentation, records, etc.
- Maximise the use of technology in ensuring work is completed to a high standard.
- Ensure line management is kept informed of issues.
- Ensure that stakeholders are kept informed and that their views are communicated to middle management.
- Organise and attend meetings as required.
- Take minutes at meetings and prepare for timely circulation following meeting.
Customer Service
- Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying Line Manager of any deficiencies
- Ensure that service users are treated with dignity and respect
- Act on feedback from service users / customers and report same to Line Manager
Recruitment
- Work with the recruitment team to provide high quality and efficient administrative support to the service divisions.
- Ensure the appropriate management of employment contracts for all employees in the Region in conjunction with recruitment guidelines.
- Deal with administrative matters arising in the recruitment office in an appropriate and timely manner.
- Work within the principles set out in the Commission of Public Service Appointments.
- Ensure HR recruitment policies and procedures are implemented in an efficient manner.
- Liaise with National HR in relation to relevant matters within your area of responsibility.
- Panel Management- oversight of all current and future recruitment panels to ensure accuracy.
Employee Relations
- Contribute to the development and correct implementation of HR policies and procedures.
- Liaise with National Employee Relations in relation to relevant matters within the areas of responsibility.
- Maintain a working knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively.
Supervision of Staff
- Manage the performance of staff.
- Ensure an even distribution of workload amongst the team, considering absence due to annual leave etc.
- Supervise and ensure the well-being of staff within own remit.
- Co-operate and work in harmony with other teams and disciplines.
Service Delivery and Improvement
- Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service.
- Encourage and support staff through change processes.
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