Clerical Officer

Dublin and Dun Laoghaire Education and Training Board is a statutory local education authority operating under the terms of the Education and Training Boards Act 2013. The ETB provides mainstream educational programmes to schools and colleges as well as providing a wide range of adult and community programmes. The ETB’s educational remit extends from Balbriggan in the north of the county to Lucan in the west, to Dun Laoghaire in the south.

Reporting to: The Principal

Job Summary/ Purpose The role of Clerical Officer is a varied one involving a range of customer service-reception and administrative/secretarial duties.

WORKING CONDITIONS

Salary Scale: Grade III €29,811 - €45,335

Long service increment 1 €46,946 after three years’ satisfactory service at the maximum.

New appointees to any grade start at the minimum point of the scale. Incremental credit is normally granted on appointment, in respect of current experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies. 

Annual Leave: 22 days per annum pro rata. 

This leave is on the basis of a five day week and is exclusive of the usual public holidays. Holidays must be taken at times to coincide with school holidays and by prior agreement with the Principal.

Probation: The probationary period will be six months and may be extended to nine months.

Superannuation: Membership of the ETB Superannuation Scheme and of the ETB’s Spouses and Children’s Scheme is automatic and compulsory.

Note: The functions and responsibilities assigned to this position are based on the current stated role and objectives of DDLETB these may alter in line with any change in the role and objectives of DDLETB.

Dublin and Dun Laoghaire Education and Training Board is an equal opportunity employer. Recruitment to posts within the ETB is on the basis of qualifications and the ability to carry out the responsibilities of the grade or post.

A panel may be created as a result of this campaign from which current and future permanent and temporary vacancies of full or part-time duration may be filled. 

Job Objectives

TASKS / DUTIES & RESPONSIBILITIES:

• Provide confidential and efficient secretarial and administrative support to the Principal/ Deputy Principal and staff.
• General administrative duties such as word processing, data input, filing, photocopying etc.
• Maintain an effective administrative/secretarial system to ensure effective operation.
• Deal with information requests and queries made via telephone, email, or face-to-face
• Process and distribute daily post and email.
• Maintain an accurate filing system.
• Maintaining up-to-date computerised and manual accounts.
• Maintaining Student Database and making returns to Department of Education.
• Organise provision of hospitality for school events, visitors to school etc.
• Provide First Aid for students.
• To carry out the lawful orders of the Board and of its Chief Executive.
• To carry out any other duties appropriate to the grade which may be assigned from time to time by the Principal.

Skills Requirement

ESSENTIAL REQUIREMENTS

• Leaving Certificate or a recognised equivalent examination.

• Excellent keyboard skills with a working knowledge of Microsoft Office applications and email

• Excellent organisational, interpersonal and communication skills.

• An effective team player.

• Flexibility and reliability.

• Ability to work under pressure and keep to deadlines.

• At least one year’s administrative experience in a modern office environment would be desirable

Team work

• Shows respect for colleagues and co-workers

• Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate

• Offers own ideas and perspectives

• Understands own role in the team, making every effort to play his/her part

Information Management / Processing

• Approaches and delivers all work in a thorough and organised manner

• Follows procedures and protocols, understanding their value and the rationale behind them

• Keeps high quality records that are easy for others to understand

• Draws appropriate conclusions from information

• Suggests new ways of doing things better and more efficiently

• Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc

Delivery of Results

• Takes responsibility for work and sees it through to the appropriate next level

• Completes work in a timely manner

• Adapts quickly to new ways of doing things

• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes

• Identifies and appreciates the urgency and importance of different tasks

• Demonstrates initiative and flexibility in ensuring work is delivered

• Is self-reliant and uses judgment on when to ask manager or colleagues for guidance

Customer Service & Communication Skills

• Actively listens to others and tries to understand their perspectives/ requirements/ needs

• Understands the steps or processes that customers must go through and can clearly explain these

• Is respectful, courteous and professional, remaining composed, even in challenging circumstances

• Can be firm when necessary and communicate with confidence and authority

• Communicates clearly and fluently when speaking and in writing