Clerical Officer

 1.      Tenure of Employment

The post is a Permanent Part-Time in the Finance Department. Current maximum retirement age is 70.

2.      Probationary Period

A probationary period of 9 months will apply to this post

3.      Qualifications and Experience (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

                                                  iv.     3 years’ experience working as a Receptionist in a similar role and/or administrative role.

                                                   v.     Have excellent IT skills, specifically in MS office – Excel, Word and PowerPoint.

                                                  vi.     Excellent telephone manner and communication skills that enable you to interact with colleagues at all levels within and outside of the Services.

                                                vii.     Ability to work on your own initiative and willingness to assume significant responsibility, ownership and accountability.

                                               viii.     Written and spoken communication skills that allow you to inform and advise others clearly.

                                                  ix.     A ‘can-do’ approach with the ability to organise and prioritise workload.

                                                   x.     Fluent in English, both verbal and written

                                                  xi.     Have an appreciation of the needs and rights of people with intellectual disabilities

                                                xii.     Flexibility required around working days for annual leave cover.

                                               xiii.     Possession of a “B” class clean Irish Driving Licence is essential.

(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.

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

*Successful candidates are required to submit all documentary evidence outlining any relevant experience within 3 months of your starting date. Failure to produce this will mean that you will receive any incremental credit (if applicable) from the date of submission of documents.

5.                Hours of work:

You will be required to work 45 hours per fortnight (4 days at 7.75 hours and 2 days at 7.0 hours), however flexible hours will be required to cover annual leave. Starting and finishing times will be notified to, and agreed with, the appointee from time to time by the Services Manager.

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.

13.             Following receipt of applications, a short-listing of candidates for interview will occur.

14.             The Line Manager will notify the successful candidate of the mandatory/compulsory courses/training which employees are obliged to attend. Mandatory training, for example, manual handling, health and safety courses etc., form part of the conditions of employment along with the Organisation’s statutory obligation.

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).

DUTIES

The post holder will be required to take an active part in ensuring that the day-to-day operations of the Service reflect the ethos and vision of the Brothers of Charity Services and that all co-workers are meeting the needs of the people who use services therein.

The person appointed should have the ability to participate proactively as a member of a team and contribute positively to the ongoing development of effective teamwork.

1.           Reception Duties

·              Respect each person who uses services as an equal citizen.

·              Treat all visitors/people who enter the premises and people who use the services with respect and dignity.

·              Provide general administrative support, including managing phone calls, responding to queries and handling correspondence.

·              Operate the telephone switchboard in an efficient manner. Treat all callers with courtesy and ensure all telephone communications are handled / conducted in a professional and polite manner.

·              Record and maintain telephone records as required.

·              Raise and approve purchase order.

·              Ensure that all matters of an urgent nature are dealt with appropriately

·              Ensure all incoming and outgoing mail is handled efficiently and distributed promptly.

·              Adhere to internal policies and procedures, including those related to data protection, confidentiality.

·              Maintain the Conference Room booking system.

·              Oversee the management of petty cash in the reception area, ensuring accurate record-keeping, secure storage, and timely replenishment as needed.

2.           Phones & Stationery

·              Manage landline and mobile phone supplier relationships and ensuring any problems that may arise are dealt with in a timely manner.

·              Control the issue of mobile phones to staff members.

·              Be responsible for the stationery store, maintaining adequate stocks and ensuring control over issue of supplies.

3.                General

·          The tasks required will require the post holder to be proficient in the operation and use of computers and computer packages, in particular, Microsoft Office Professional Software including Word, Excel, PowerPoint and comply with obligations under the Data Protection Legislation.

4.                Communication

·          Attend and participate fully in regular staff meetings where all aspects of the service area are discussed with a view to maintaining high standards.

·          Promote open communication among staff and good levels of staff morale.

·          Develop and participate fully with the implementation of a team based performance management approach to achieving the goals of the Services’ strategic plan.

5.                Other Duties:

·          Such other duties as appropriate to the role as may be assigned by the Financial Accountant or Head of Finance.

·          Support other members of the Finance Department where applicable.

·          Travel within the Brothers of Charity Services Ireland - Southern Region and occasional travel to other locations as required.

·          Uphold and respect the human, legal and constitutional rights of each Person Supported by the Services, recognising their individuality and equality, and empowering them to grow, thereby achieving the highest possible level of personal autonomy.

6.                Communication

1.      Attend and participate fully in regular staff meetings

2.      Participate fully with the implementation of a team based performance management approach to achieving the goals of the service

3.      Ensure that good and respectful communications and relationships are developed and maintained with;

1.      all people supported by the Services and their families

2.      all staff members within the organisation,

3.      Statutory and Voluntary organisations

4.      visitors, volunteers and other such personnel who visit service areas,

5.      Liaise with personnel in other service areas as necessary

7.                Training and Development

4.    Attend and contribute appropriately at lectures, courses, and meetings as required and share information and knowledge gained with colleagues.

5.    Be responsible for identifying personal training and development needs and communicating them with your line manager.

6.    Attend mandatory training courses and achieve the required standard;

8.                Health & Safety

·          Be conscious of health and safety matters in the work place and in particular to comply with employees’ obligations as set out in the Safety, Health and Welfare at Work Act, 2005 and to ensure that the procedures set out in the Safety Statement are implemented at all times;

·          Report accidents/irregularities or other matters of safety concern immediately to the Head of Department, or such other person as the Employing Authority may designate;

·          Participate in regular safety audits and fire drills as required.

·          Be aware of and become familiar with security procedures relating to the premises and ensure that exits are secured as required at the end of each working day.

·          Be conversant with existing fire regulations and emergency procedures and participate in the implementation of same;

·          Identify risks, assess and document appropriately keeping the Services Manager informed of any irregularities.

9.                Flexibility

Employees are expected to have a high level of flexibility and a willingness and ability to develop new approaches to their work. Duties and responsibilities of any post in the Services are likely to change with the ongoing needs and developments of the Services. Employees will therefore be required to carry out such other duties appropriate to their employment as may be assigned to him/her from time to time.

10.             Confidentiality

In the course of the employment the appointee may have access to, or hear information concerning the medical or personal affairs of individuals supported by the Services and/or staff, or other health service business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning individuals supported by the Services, staff, or other health service business be divulged or discussed except in the performance of normal duty. In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.