Birth Information and Tracing (BIT) Intake and Information Manager – Grade VIII
Tusla
Birth Information and Tracing (BIT) Intake and Information Manager – Grade VIII
3d ago

Job Summary

The Child and Family Agency was established on 1st January 2014 and is responsible for a range of statutory functions including provision of child protection, alternative care, specified regulatory services and a range of family support services.

The Agency has commenced a major improvement programme with significant focus on Practice, Culture and Structure.

The Agency currently has responsibility for a budget in excess of €800m and delivers its services through circa 5,000 people in 350 locations across the Country.

The Child and Family Agency has responsibility for the following range of services :

  • Child Protection and Welfare
  • Family Support
  • Alternative Care
  • Adoption
  • Tusla Education Support Services (TESS)
  • Domestic Sexual and General Based Violence (DSGBV)
  • Children’s Service Regulation
  • Counselling and Therapeutic Supports
  • Further information is available on

    Post Specific Details :

    Tusla, Child and Family Agency is currently embarking on a significant transformation Programme with the introduction of the Birth Information and Tracing Bill, 2022 (BIT).

    To ensure the legislation is successfully delivered within statutory timeframes and to the highest quality standard the Agency has established a dedicated National Adoption Contact Centre and network of Information Officers to manage all applications under the BIT legislation relating to information and tracing requests :

  • reduce the risk of failing to deliver to statutory timeframes.
  • increase the success of projects and programmes in delivering the business value expected.
  • The purpose of the Grade VIII Manager role within the Adoption service is to :

  • Manage the National Adoption Contact Centre and Records Management Facility.
  • Manage a dedicated intake team responsible for the screening and processing of all Birth Information and Tracing applications.
  • Manage the 6 Information Officers in based in the 6 Tusla Regions who will be responsible for the release of birth and identity information in accordance with the new BIT legislation, due to be enacted this year.
  • To support the tracing services in the 6 regions.
  • Ensure cohesive working relationship with The Adoption Authority of Ireland and other key stakeholders.
  • Ensure that robust quality control systems are in place
  • Implement and monitor the implementation of policies procedures and Audits
  • Respond to requests from the public while adhering to the values and culture of the agency.
  • Overall responsibility for the case management system and data base
  • Job Objectives

    The role of the Identity Information Manager is outlined as follows :

    Main Duties and Responsibilities

  • Manage the National Adoption Contact Centre and Records Management Facility.
  • Line manage the intake team responsible for screening and processing all applications in accordance with the BIT legislation.
  • Line manages the 6 Information Officers based in the Tusla regions
  • Support the Senior Management Team in preparing for Oireachtas Committees, Cabinet Sub-Committee and other national accountability mechanisms as required.
  • Ensure a timely delivery of service to clients by working cohesively with the National, Regional and Local Adoption Management Teams,
  • Build and maintain on behalf of the Adoption Service, collaborative working relationships with all stakeholders.
  • Develop processes to ensure effective and timely engagement with stakeholders, including the Adoption Authority of Ireland and other state agencies.
  • Act as System Administrator for the effective operation of the online Adoption Applications Portal, Tusla Case Management System and other ICT platforms utilized by the Adoption Service.
  • Ensure that all BIT Standard Operating Policies and Procedures and other Agency Policies and Procedures are implemented and audited in line with the expectations of the National Manager for Adoption Services and Quality Assurance Directorate.
  • Service wide responsibility for the management (cataloguing, indexing, and scanning and centralization) of archival records.
  • Managing & Delivering Results (Operational Excellence) :

  • Ensure timely engagements and responses to the clients and stakeholders.
  • Ensure that specific assignments / projects are managed in line with the stated objectives of the Agency and specifically Adoption Services.
  • Implement agreed tasks in a co-operative and supportive manner, finding innovative ways to deliver the requirements of the service.
  • Develop appropriate business processes relevant to the environment of the identity information and training service
  • Work with other Tusla Senior Managers and offices to ensure the adequate running of the service.
  • Teamwork, Leadership & Building and Maintaining Relations :

  • Share information with the wider team as appropriate.
  • Be accountable for own work.
  • Work on own initiative as a manager with direct reports across the country.
  • Co-operate and work in harmony with other teams / functions.
  • Lead by example.
  • Commitment to providing a quality service :

  • Be flexible and adaptable in his / her approach to work, embrace change and adapt work practices accordingly.
  • Promote and maintain a quality public focused environment with specific reference to the adoption priority to build public confidence in TUSLA Adoption Services.
  • Monitor efficiency within own area of responsibility and take remedial action or notify the National Manager / delegate as appropriate.
  • Continuously seek to improve systems / processes utilizing sound office practices and business procedures.
  • Education & Training :

  • Maintain standards of practice and levels of professional knowledge by participating in continuous professional development initiatives and attendance at courses as appropriate.
  • Health & Safety

  • Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards.
  • Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role.
  • To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
  • The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, 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.

    Skills Required

    Applicants must by the closing date of application have the following :

  • Have a minimum Level 8 qualification on the National Framework of Qualifications in Ireland (or equivalent in another jurisdiction)as relevant to the requirements of the role.
  • Have a proven track-record of delivering complex, multidisciplinary projects, operating at a mid-senior level.
  • Ability to engage stakeholders at all levels of the organisation.
  • Relevant training and significant experience, at a mid-senior level, of operating within a complex planning and programme management role and / or function within a large scale multi stakeholders’ environment utilising and / or overseeing all the relevant disciplines including :
  • Programme Management
  • Managing staff in a highly intense environment
  • Experience of working with clients, some of whom may be very distressed.
  • Project Delivery
  • Communications and Reporting
  • Risk, Action, Dependency, and Issue Management
  • Resource Management
  • Benefits Realisation Management
  • Health

    A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

    Character

    Each candidate for and any person holding the office must be of good

    character

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