Clerical Officer

THE COMPETITION Clare County Council is currently inviting applications from suitably qualified persons for the above competition. Clare County Council will, following the interview process, form a panel for the post of Clerical Officer from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Local Government and Heritage. Positions will be offered in order of merit as per the panel. This panel will exist for 12 months and may be extended for a further period of 6-12 months at the discretion of the Chief Executive.

JOB DESCRIPTION The Clerical Officer role is a key support position within the Local Authority and is assigned to a service delivery (e.g., Housing, Planning, Environment, Transportation, Municipal District Offices etc.), or internal support functional area (e.g., Corporate Services, Finance, HR, IT etc.) as required. The role provides a comprehensive general administrative and clerical support to a section, department or division and assists with the smooth, efficient and professional operation of the business area. The role involves supporting managers and colleagues and working as part of a team in meeting work goals and objectives and delivering quality services to internal and external customers. The duties of a Clerical Officer are varied and can involve assignment to different parts of the organisation or different areas of work. The performance of the entire range of duties is not necessarily confined to any one individual within a section, as the work requires that employees in the role, function in a flexible manner and work effectively together as a team to deliver required outcomes or outputs. DUTIES Clerical Officers make a valuable contribution to the provision of Clare County Council’s services. The Clerical Officer will work as part of a multi-disciplinary team, assisting with the implementation of work programmes to achieve goals, targets and standards as set out in the particular Department’s team development plan. The clerical officer will be required to operate the Council’s various I.T. systems as part of their work. The role will include being the first point of contact for customers to carry out their business therefore, excellent interpersonal and communication skills are a requirement.

The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require.

The duties will include but will not be limited to the following: • Dealing with customers and colleagues at a variety of levels through various means of communication including face to face interaction (including public counter/reception), email, telephone, online meetings etc. Responding to queries in an efficient and always courteous manner; • Processing applications for services in accordance with Council policies procedures and plans; • Carrying out a range of administrative tasks including preparing letters / documents / presentations for public circulation, typing, minute taking, report / returns preparation, filing, arranging meetings, receipting / balancing payments including cash, coin counting, handling internal / external mail, email; • Operation of the financial system and other local government systems; • Working as part of a team in delivering business support services; • Maintaining confidentiality of documents and materials as appropriate, at all times; • Supporting Line Managers & colleagues; Carrying out any other duty that may be assigned from time to time by the Line Manager. The person employed will be required to perform assigned duties exercising a duty of care, in the interest of safety of oneself, fellow employees and the general public, at all times in compliance with Clare County Council’s Health & Safety Management System. ESSENTIAL CRITERIA 1. Character Each candidate must be of good character. 2. Health Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 3. Education, Training, Experience, etc. Each candidate must, on the latest date for receipt of completed application forms: Have obtained at least Grade D (or a 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 Have passed an examination of at least equivalent standard, Or have had at least two year's previous service in a permanent and pensionable office of Clerical Officer or Clerk/Typist under a local authority, or health board in the State. Or Have satisfactory relevant experience which encompasses demonstrable equivalent skills.

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document. DESIRABLE CRITERIA It would be desirable if each candidate • Understands the role of the Clerical Officer and the functions of the Local Authority; • Has relevant administrative experience and clerical skills; • Has strong customer service ethos; • Is self-motivated and an effective communicator; • Is able to work under pressure, to tight timelines, effectively and flexibly, as part of a team. • Is proficient in the use of Information Technology e.g., Word, Excel, Outlook Internet, Social Media

4. Age Each candidate must be under 70 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004. However, the age restriction of 70 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004. 5. Citizenship: Candidates must, by the date of any job offer, be: (a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or (b) A citizen of the United Kingdom (UK); or (c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

(d) A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or (e) A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa or (f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa. Salary: The salary shall be fully inclusive and shall be as determined from time to time. Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular. Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee’s current point of scale. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Starting pay for new entrants to the sector will be at the minimum of the scale.

The current salary scale applicable to the post is €29,311 - €31,043 - €31,472 - €32,336 - €33,601 - €34,867 - €36,134 - €37,053 - €38,096 - €39,303 - €40,161 - €41,360, €42,565, €44,834, €46,445 (LSI) (June 2024)

Annual Leave: The current annual leave entitlement is 27 days per annum. Clare County Council’s holiday year runs from 1st January to 31st December. Granting of annual leave, payment for annual leave and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1977 (as amended).

Working Hours: The working hours effective from 1st July 2022, provide for a five day, thirty-five hour working week. The post may require flexibility in working outside of normal hours, including evenings and/or weekends, as necessary. The provisions of Clare County Council’s Leave Policy is applicable to this grade at the current time.