Post Type: Permanent.

A panel may be formed from which future similar vacancies that arise within the Advisory Region may be filled; such a panel will remain active for a maximum period of 12 months.

Basic Function:

The Teagasc Staff Officer role is a frontline management role which is assigned the responsibility for managing the performance of the administrative support team in collaboration with the Regional Manager.  Staff Officers work closely with senior management and relevant stakeholders both internally and externally to ensure services are delivered to the highest standards within their respective Region. The Staff Officer is responsible for ensuring the goals set out in the Region’s business plan relevant to their team become operational actions across multi-disciplinary teams. The position is diverse and rewarding and requires excellent administrative expertise in workload planning and business processes & design, effective communication skills (written & oral) with an emphasis on resource management. 

Candidates must have access to their own transport and must also satisfy and continue to satisfy during employment with Teagasc, legal requirements to drive unaccompanied on Irish public roads.

Background:

Arising from organisational change the Teagasc national Advisory Services programme will restructure to a 13 Region structure. Within the newly formed region of Laois/Kildare/Offaly there are 20 advisors that deliver a wide range of Agriculture related services to its 3,000 clients and is supported by an administrative team of five.

Further information on the Teagasc Advisory Services programme can be found here: https://www.teagasc.ie/about/farm-advisory/

In addition to the basic salary outlined above, a Staff Officer allowance is applicable to this post. The current value of this allowance is €7,275 per annum. Remuneration may be adjusted from time to time in line with Government Policy.

Office Location to be agreed with the Regional Manager on appointment to the role. The location choice is Portlaoise, Naas or Tullamore.  The Staff Officer must attend each of the three advisory offices weekly. 

 Main Duties and Responsibilities 

• Assist and support the Regional Manager in the effective management and co-ordination of the Region three network offices and classroom facilities. 
• Manage the administrative team through workload planning and regular visits to each office. Proactively addressing any staff concerns and/or performance issues. HR assistance is availed of where required.
• Recruit, manage and mentor the Regional administrative support team, optimising the use of the Performance Management Development System tool.
• Plan, organises and facilitate relevant training and staff development for your team.
• Review administrative operational effectiveness, identify and implement appropriate solutions, guide changes that may arise from strategic reviews or legislative requirements.
• Proficient in the use of Information Technology systems and applications ensuring good governance is maintained for the Region.
• Analyse and report on advisory and/or staff activities and content across multiple systems such as Client Relationship Management System (CRM), Client Billing Module (CBM), CORE (HR System), Centros (Finance system).
• Ensure client and staff details are updated and maintained on CRM and CBM supported by appropriate scheme request forms and disclaimers in line with the Advisory Service terms of engagement.
• Ensure advisory office reception areas are fit for purpose and maximise the opportunity to engage stakeholders on Teagasc/Agri related content.
• Ensure a high standard of quality customer service to clients and stakeholders in meeting the commitments of the Customer Service Charter and Action Plan.
• Co-ordinate the preparation and allocation of the Regional budget in consultation with the Regional Manager to include mid-year review, year-end projections and budget forecast.  Budget variance analysis is completed each month as part of Teagasc monthly financial reporting. 
• Monitoring of monthly client contracts, receipting and lodgments of money in line with the monthly review of Aged Debtors and client credit control. Inform relevant advisors of long standing debtors and services are revoked. 
• Process month end returns such as income & expenditure accruals in conjunction with raising of purchasing orders in line with procurement guidelines.
• Effective communicator, ensuring integration and collaboration between administrative support team and the advisory technical team maintaining compliance within all business processes. 
• Attendance to National Advisory Staff Officer Meetings &/or other support service meeting in Teagasc major centres and Head Office. The outcomes is shared with your team and relevant staff.
• Fully co-operate with the provisions made for ensuring the health, safety and welfare of themselves, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations. This includes full compliance with the responsibilities outlined in the Safety Statement.
• Actively participate in the annual business planning, risk management and Performance Management Development Systems (PMDS) processes.
• Take responsibility for his/her own on-going personal and professional development.
• Any other duties as may be assigned from time to time.

Person Specification

Note:  The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.