Clerical Officer

The Clerical Officer is the entry-level administrative grade in Local Authorities. They are key frontline people who work as part of a team to deliver a range of services to the public and internally within the Council. The duties of a Clerical Officer are varied and can involve assignment to different parts of the organisation or different areas of work. As a Clerical Officer you will be providing comprehensive general administrative and clerical support within the organisation to meet work goals and objectives and to deliver quality services to internal and external customers. The ideal person will have excellent interpersonal and communication skills and will be able to work in a flexible manner and work effectively within a team. Clerical Officers are expected to carry out their duties in a way that enhances public trust and confidence. The following is a non-exhaustive list of key duties and responsibilities which may be assigned to a Clerical Officer: • Dealing with customers at various levels through various means of communication. • Supporting line managers and colleagues • Processing applications for services per Council policies, procedures, and plans. • Updating internal databases with discretion and confidentiality. • Organising and filing documents to the relevant areas within the company’s physical and cloud locations. • Assisting in the development of policies from time to time. • Operation of the financial system and other local government systems. • At times, other ad hoc administration duties, as required, are relevant to the overall functioning of the applicable Department. • Undertaking any other duties of a similar nature and responsibility, as may be required, or assigned from time to time.

The above specification 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 them from time to time and to contribute to the development of the post while in office. QUALIFICATIONS FOR THE POST 1. Character Each candidate must be of good character. 2. Health Each candidate must 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 – i) 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 ii) have passed an examination of at least equivalent standard, or iii) Have satisfactory relevant experience which encompasses demonstrable equivalent skills. 4. Desirable Skills • An ability to prioritise and effectively manage workload as well as being organised and flexible; • Excellent communication skills, including written communication skills, with an ability to present written material in a clear, concise manner; • An ability to provide excellent customer service to both internal and external customers; • Excellent interpersonal skills, including an ability to deal sensitively with others and to maintain confidentiality and protect personal data; • An adherence to high standards, including demonstrating excellent attention to detail; • An ability to adhere to, comply with and ensure adherence to processes and procedures; • A minimum of one year’s relevant administrative experience • ICT literacy, including Microsoft suite familiarity; • Willing to share ideas and information with people, with the purpose of achieving a particular result; • An ability to work on their own initiative and as part of a team; • A commitment to the delivery of quality public service. • Demonstrate strong attention to detail in their application. • Knowledge and understanding of the functions of a local authority. • An ability to demonstrate capacity in the following competency areas: Delivering Quality Work and Services, Communicating Effectively and Personal Motivation and Initiative Competency Framework Key competencies for the post are outlined in the table below. Candidates are expected to demonstrate their competence in each area both in their application form and at interview, if invited. To effectively showcase your skills, use the STAR technique (Situation, Task, Action, Result). For each competency, provide a recent and specific example of your achievements, detailing the situation or project, your role, the actions you took, and the outcome.

Delivering Quality Works and Services Develops and maintains high standards of service delivery in accordance with operational plans. • Demonstrates a strong customer service ethos. Takes pride in the quality of service delivered and constantly seeks to improve it. • Regularly reviews and measures quality of his or her work. • Contributes ideas and suggestions as to how service activities can be improved. • Undertakes training as required to continuously improve quality work output.

Communicating Effectively Recognises the value of and requirement to communicate effectively. • Listens, clarifies and checks back to understand someone else’s perspective. • Check understanding rather than making assumptions. • Makes sure that important information is communicated in a timely way. • Demonstrates good written and verbal skills where required and has good • interpersonal skills. • Responds in a timely and accurate way to requests for information.

Personal Effectiveness Is enthusiastic about the role and is motivated in the face of difficulties and obstacles; Adopts a positive attitude to work; is enthusiastic and open to taking on new challenges and responsibilities.

Takes the initiative and is proactive in addressing issues. • Is positively motivated to deliver a quality service to the public. • Adopts a positive and constructive approach to work. • Learns from experience and seeks to constantly improve performance. • Brings enthusiasm and dedication to the work role. • Takes the initiative when he or she sees the opportunity to make a contribution. Salary The salary scale for the post is: €29,811- €31,543 - €31,972 - €32,836 - €34,101 - €35,367 - €36,634 - €37,553 - €38,596 - €39,803 - €40,661 - €41,860 - €43,065 - €45,334 (Max) - €46,945 (LSI 1) In accordance with Departmental Circular Letter EL 02/2011, a person who is not a serving local authority employee on or after 1st January 2011, will enter the scale at the minimum point.

Hours of Duty The standard working week will be 35 hours per week. The role may, on occasion, include evening and weekend work. Holders of the post may be called for duty at any time in accordance with arrangements made by local authorities. The Council reserves the right to alter hours of work from time to time.