Clerical Officer

Qualifications and Particulars of Employment

1.           Tenure of Employment

Permanent full-time and pensionable

A panel will also be formed from this competition to fill permanent / temporary full-time / part-time / relief hours as they arise

2.           Probationary Period

A probationary period of 9 months will apply to this post

3.           Qualifications and Experience

Each candidate for the appointment must possess:

(a)          Eligible applicants will be those who on the closing date for the competition:

                             I.        Obtained at least Grade D (or pass) in Higher or Ordinary level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied.

OR

                               II.          Pass an examination of at least equivalent standard

OR

                            III.      Satisfactory relevant experience which encompasses demonstrable equivalent skills

(b)         Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability), for the proper discharge of the office.

(c)    Have good communication and interpersonal skills and an ability to deal with the public and work as part of a team.

(d)   Have 3 years post qualification experience of working in an administrative / office environment and previous experience of working within the Medical/Health Service would be desirable.

(e)    It is desirable that candidates have administrative coordination experience working at whole service level.

(f)     Have excellent organisational and co-ordination skills.

(g)    Have ability to maintain a high level of confidentiality.

(h)   Have commitment to teamwork.

(i)     Have ability to be flexible and work on your own initiative.

(j)     Have confidence, interested and enthusiastic and possess a friendly and positive approach to service users and staff.

(k)    Have full driving licence which qualifies you to drive on Irish roads is essential

4.           Remuneration: €29,810 - €46,948 including 1 LSI pro-rata per annum (1/10/24 Consolidated Scales). Pro-rata if working part-time hours

5.           Hours of work:

35 hours per week. Flexibility around hours of work is essential.

6.            Pension Scheme

The Brothers of Charity Contributory Superannuation Scheme which is linked with the Nominated Health Agencies Superannuation Scheme or Single Public Service Pension Scheme (whichever is applicable) will apply to this appointment and the person appointed will enter the said Scheme as and from the date of taking up employment.

7.           Health

Each candidate for and any person holding the appointment must be free from any defect or disease which would render him/her unsuitable to hold the appointment, and must be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.   To satisfy this qualification, the successful candidate will be required to undergo a medical examination by a medical practitioner nominated by the employing authority.

8.           Duties

The general duties of the appointment are as described in the attached Job Description.

9.           Note re Canvassing

Any attempt by candidates themselves or by any person(s) acting at their instigation directly or indirectly, by means of written communication or otherwise to canvass or otherwise influence in the candidate’s favour any member of the staff of Brothers of Charity Southern Services or person nominated to interview or examine applicants, will automatically disqualify the candidates for the position they are seeking.

10.        Garda E-Vetting Clearance / Police Clearance

Garda E-Vetting Clearance is a requirement for employment in the Brothers of Charity Services Ireland - Southern Region. Police Clearance is also required for candidates who have lived abroad for over six months.

11.        Annual Leave

24 days per annum. Pro-rata if working part-time hours.  The annual leave is planned by prior arrangement with her/his Line Manager.

12.        Notice

At least one month’s notice, in writing, is required of intention to resign from the post during probationary period.

Salary Scale €29,810 - €46,948 including 1 LSI pro-rata per annum (1/10/24 Consolidated Scales).

(The person appointed may be allowed to enter the scale above the minimum, depending on qualifications and experience).

Ethos

The Brothers of Charity Services in Ireland specialise in supporting people with disability. We are committed to working with people with an intellectual disability/Autism to claim their rightful place as valued citizens. Inclusion is a fundamental principle that underlies all aspects of our work.

Vision

We strive to ensure that people with disability take their rightful place in their local communities as equal and valued citizens.

Mission

“We are an inclusive, progressive organisation committed to the people we support and their right to lead full and valued lives as equal citizens. Inspired by the ethos of the Brothers of Charity we promote the values of dignity and respect for each person. (March 2022).

Person Specification

The person appointed will be required to have an understanding and respect for working according to the mission and ethos of the Brothers of Charity. This requires a personal commitment to the vision expressed both in words and in style of working.

The person appointed will be flexible, innovative and provide an efficient secretarial/administrative service.

The role is characterised by providing a confidential and supportive environment in which the Manager may efficiently and effectively conduct the business of the area.

QUALIFICATIONS, EXPERIENCE, SKILLS & ABILITIES

The person appointed will be required to have an understanding and respect for working according to the Mission (see attached) and Ethos of the Brothers of Charity. This requires a personal commitment to the vision, expressed both in words and in style of working.

General Statement of Duties and Responsibilities

• Organisation and maintenance of the Manager’s diary and management of time.

• Co-ordination of meetings.

• Minute taking of meetings and circulation of same.

• Setting up and maintaining efficient records/filing systems to ensure the smooth and efficient operation of the business at all times.

• Ensuring the Manager is appraised of all matters requiring their personal attention, especially where this is urgent or time-framed.

• Facilitating effective communication between the Manager, the management team within the area, organisational support services and multi-disciplinary personnel.

• Liaising with other managers / leaders and co-ordinators and delegating tasks to appropriate personnel for decision-making in the absence of the Manager.

• Ensuring all relevant data sought by the Director of Services office, is collated and made available within the timeframe given, as directed by the Manager.

• Liaising with external agencies in an efficient and professional manner, as directed by the Manager.

• Ensuring all relevant data is circulated appropriately as directed by the Manager.

• Undertaking general administrative duties including word processing, emailing, photocopying, faxing, dealing with post, maintenance of payroll, time and attendance records, petty cash and accounts as required.

• Screening and recording all correspondence and telephone calls and directing enquiries to appropriate person/s or location appropriately.

• Undertaking reception duties including receiving people presenting at the office by appointment or otherwise and staffing the switchboard as required.

• Be conscious and aware of the various statutory/legal requirements pertaining to the office of the Manager and in particular HIQA Regulations and Standards.

• Ensuring that there is an adequate supply of all necessary requisites for the smooth operation of the office at all times.

• Purchasing office equipment, within a budgetary limit, as and when required, and ensuring that same is properly maintained.

• Co-operate with new technological advances and partake in in-service and external courses to ensure that one is kept up-to-date and better able to fulfil one’s role.

• Be aware of, and familiar with, fire drill procedures within your area of work - i.e. fire detection, evacuation and fire fighting.

• Be conscious of health and safety matters in the workplace and, in particular, comply with employees’ regulations as set in the Health, Safety and Welfare at Work Act.

• Report mishaps, complaints and accidents in accordance with the Brothers of Charity policies and current legislation.

• Assist, advise and partake as necessary in social and recreational projects for the area that may involve working outside of normal office hours.

• Perform such other duties as may be required from time to time by the Manager.

As the duties and responsibilities of any post in the Service are likely to change, staff are expected to have a high level of flexibility, a willingness and an ability to develop new approaches to their work as service user needs demand.