Clerical Officer

Key Areas for Performance HIQA has identified key behavioural and technical competencies for effective performance through a Competency Framework as seen below. Please refer to the role description for an overview of each competency and the proficiency levels required for this role. For more in-depth information on the competencies. It is important that you review the full competency framework guidance document which is available at: https://www.hiqa.ie/about-us/careers.

Proficiency Levels This Competency Framework is based on four levels of proficiency that build on each other: Emerging/Developing: The level of competency required to carry out some of the core requirements of the role, with support/leadership required to develop competency in other requirements Proficient: The level of competency required to carry out the core requirements of a role Skilled: The level of competency required to carry out the core requirements of a role, and develop capability in others or demonstrate the competency in a more senior or complex role Master: The level of competency required to carry out the core requirements of a role, develop capability in others, demonstrate the competency in a more senior or complex role and be seen as a role model in the organisation or field in that area of competence. Role Specific Tasks The key tasks and activities associated with the role:

• Provide administrative support in the processing of; email correspondence, inspection reports, freedom of information requests, registration applications, regulatory and other notifications (hardcopy to database input), preparation of meetings and related records and document management in compliance with HIQA’s information management system and GDPR requirements.
• Respond to inbound queries from internal and external stakeholders by phone and email.
• Use Information Technology daily, including database management (Microsoft CRM), email, document management (SharePoint), word processing (Microsoft Word) and spreadsheets (Microsoft Excel).
• Work as part of a team to deliver to production schedules.
• Work in an efficient and confidential manner while maintaining a high quality of output.
• Ensure that all tasks are completed in compliance with HIQA’s procedures, processes and methodologies.
• Undertake other duties and responsibilities as may be determined by your line manager.

The contents of any role description are not exhaustive and are intended to be indicative of the scope of the role.

Qualifications The qualifications that are essential to effectively meet the requirements of the role: In determining your eligibility the following are the essential qualifications that will be assessed as part of the shortlisting stage of the selection process.

• Has obtained a minimum of Grade D (or post 2017 Leaving Certificate O6 grade) in at least five subjects in the Established Leaving Certificate Examination or equivalent; Or
• has passed an examination at the appropriate level within the National Framework of Qualification or equivalent which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher.

The qualifications that are desirable to effectively meet the requirements of the role:

• ECDL or equivalent

Experience The experience that is essential to effectively meet the requirements of the role: In determining your eligibility the following are the essential knowledge and experience that will be assessed as part of the shortlisting stage of the selection process.

• Across your application you must demonstrate relevant administration experience of working in an office environment and/ or demonstrate your experience and proficiency of Microsoft office suite.

Other knowledge and experience that are deemed necessary for the role.

• Demonstrated experience of using a document management system such as SharePoint, in line with General Data Protection Regulation (GDPR)

• Working knowledge of using a Customer Relationship Management (CRM) system.
• Good writing and communication skills.

Principal Conditions of Service Probation: A probationary period of six months applies to this position.

Pay: Candidates will be appointed on the minimum point of the salary scale (€29,007) and in accordance with the Department of Finance guidelines. The rate of remuneration will not be subject to negotiation.

The incremental progression for this scale is in line with Government pay policy. The salary scale for this position is as follows: €29,007 €30,713 €31,146 €31,993 €33,240 €34,486 €35,732 €36,639 €37,666 €38,860 €39,701 €40,882 €42,057 €43,889 €45,330¹ €45,990 1. After 3 years’ satisfactory service at the maximum 2. After 6 years’ satisfactory service at the maximum Entry will be at the first point of the scale. An exception may occur where an appointee has been serving elsewhere in the public service in an analogous grade and pay-scale. In this case the appointment may be made at the appointee’s current point of scale. Please note the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Superannuation: Pensionable public servants (new joiners) recruited on or after 1 January 2013 will be members of the Single Public Service Pension Scheme. Please note that the Single Public Service Pension Scheme applies to all pensionable first-time entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks. In certain circumstances, e.g. where the public servant was on secondment or approved leave or remains on the same contract of employment, the 26-week rule does not apply. The legislation giving effect to the Scheme is the Public Service Pensions (Single Scheme and Other Provisions) Act 2012. For those who are not subject to the Single Public Service Pension Scheme (e.g. those transferring from other public service employment where the break in service, if any, is less than 26 weeks), the terms of the Health Information and Quality Authority Superannuation Scheme will apply.

Annual Leave: Annual leave is 22 rising to 23 after 5 years’ service and to 24 after 10 years’ service

Hours of attendance: Hours of attendance will be fixed from time to time but will amount to not less than 35 per week. The appointee may be required to work additional hours from time to time as may be reasonable and necessary for the proper performance of his or her duties subject to the limits set down under working time regulations. Blended Working Arrangements HIQA has introduced Blended Working to offer more flexible working arrangements to all employees. We aim to strike a balance between being flexible, efficient, and resilient by facilitating blended working where practical, while enabling onsite interaction, collaboration, and support as required. All roles in HIQA have been assessed under the criteria of business needs and role suitability for blended working. This determined the proportion of time that employees will spend working in HIQA offices and working from home, depending on their role. Depending on the role, there may be a requirement to attend the office for more than the allocated number of days for training and on boarding purposes at the start of your employment and during the probation period.

A review of our blended working model confirmed that this model is working well in HIQA therefore we are now moving from Interim Blended Working to a long term Blended Working Model. Our existing policy and documentation will be revised and updated once the framework for the Work-Life Balance and Miscellaneous Provisions Act is published. Our model is in line with the Civil Service Framework for Blended Working in Ireland. Further guidance on HIQA’s Blended Working Policy, which includes eligibility criteria will be issued to successful candidate/s. This is an opt-in policy and details on how you can apply will be issued to you before you start.