Job Description
Servisource is currently recruiting a SecretariatOfficer for a public sector Contract length: Temporary - 6 months Salary: €34,000/year Working week: 35h/week Monday to Friday Location: Dublin, Ireland Professional Duties and Responsibilities: Assist and support the Senior Staff Officer, FTP and Director of Fitness to Practise and FTP Officers. Assist in the preparation of inquiries, both in advance and on the inquiry day, to include contact with witnesses and complainants, preparing template documents, liaising with FTPC, organising stenographer, organising catering etc Coordinate the Scheduling of Inquiries, which involves liaising with various stakeholders to determine availability including CEO panel firms, registrants/ their legal representatives, witnesses, expert witnesses, Committee members, stenographers etc - managing online scheduling system (strawpoll), handling queries from stakeholders and FTP committee members, communicating final dates to relevant parties. Coordinate the callover spreadsheets on a monthly basis, liaising with panel firm and other stakeholders in advance of same. Assist in the preparation of FTP Committee Members training. Oversee the FTP Committee attendance record keeping, including Inquiry days and hours. Monitor the implementation of sanctions imposed on registrants, most notably in relation to undertakings and conditions. Also ensure the prioritisation of section 58 matters. Prepare regular payment reports in relation to costs and spending of FTP process. Processing invoices/expense claims of various stakeholders, including legal representatives, expert witnesses, stenographers, legal assessors, CiC, Trialview and any other procurement contracts entered into. Prepare Board sanction meetings, including gathering of paperwork, uploading of paperwork on online secure system, liaising with Board members where required, including in section 58 matters. Engage with stakeholders (particularly legal representatives) in relation to High Court confirmations, drafting correspondence and responding to queries from registrants in relation to same. Attending High Court confirmation applications where required. Monitor the implementation of internal and external contacts, including: a)4 legal firms for the CEO b)1 legal firm for the Board c)Stenography Services d)Trialview Inquiry Services e)Keyhouse Contract f)CiC Wellbeing Phone Support Service g)Compassion Project To assist in logging NMC/IMI alerts where backlog accrues and extra resources required. To take over responsibilities for the Senior Staff Officer, FTP and also Clerical Officers during annual leave or busy periods. The Secretariat Officer, FTP will also take the following strategic responsibilities: To monitor ongoing legal spend across the entire inquiry workload and deal with overspends. To oversee the fulfilment of Key Indicators for the FTP Department in line with NMBIs Statement of Strategy and Business Plan. To oversee the fulfilment of the KPI for legal firms and highlight where KPIs are not being met. To oversee the ongoing use and development of the Keyhouse system. To oversee and quality control outgoing correspondence and documentation templates. To prepare specified information referrals to the National Vetting Bureau. To ensure that those subject to conditions remain compliant to their conditions. To oversee the development of new website content relating to the FTP function. Other Responsibilities Espouse NMBI values in all work activities Transparency, Trust, Leadership, Respect, Equality and Fairness. Engage in NMBIs performance and development system and ensure the appropriate documentation is provided to the Director of Fitness to Practise in a timely manner. Performing all tasks necessary to ensure that the functions of the department are carried out and objectives set for the section are achieved in a timely and accurate manner. Essential Criteria, Qualifications and Experience At least 1 years satisfactory experience preferably in a busy administrative, high volume and process driven environment. Experience in working with a number of different stakeholders. Have undertaken appropriate relevant qualifications and training. Excellent working knowledge of MS Office to include advanced level skills in MS Teams, Outlook, Word and PowerPoint and at least intermediate level skills in Excel. An ability to critically analyse and assess information. Excellent writing skills. Well-developed interpersonal skills with the ability to engage effectively and appropriately with relevant stakeholders. Willing to take on the responsibilities associated with the role to include delegation/monitoring of workloads using own initiative and offer for new ideas. Be solution orientated with ability to positively contribute to change initiatives. Ability to work within a team environment and be self-motivated.