Clerical Officer

JOB REQUIREMENTS MINIMUM ELIGIBILITY REQUIREMENTS Minimum Eligibility Requirements are the minimum requirements required for the position and are set out by the Department of Housing, Local Government and Heritage for administrative and technical/engineering grades. For outdoor grades and some specialised grades, the minimum eligibility requirements are set out by Kilkenny County Council Human Resources Department in consultation with the relevant Line Manager as they are not set centrally by the Department. Applicants will be required to submit scanned images of documentation to establish the applicant meets the following minimum eligibility criteria:

CHARACTER Applicants shall be of good character.

HEALTH Each applicant must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

MINIMUM ELIGIBILITY REQUIREMENTS Minimum Eligibility Requirements are the minimum requirements required for the position and are set out by the Department of Housing, Local Government and Heritage for administrative and technical/engineering grades. Applicants will be required to submit scanned images of documentation to establish the applicant meets the following minimum eligibility criteria: Each candidate must on the latest date for receipt of completed application form: 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 an office of Clerical Officer, Clerk/Typist (Clerical Duties), Clerk/Typist (Typing and Clerical Duties) or Clerk/Typist under a local authority or health board in the state. or Have satisfactory relevant experience which encompasses demonstrable equivalent skills.

DESIRABLE REQUIREMENTS Kilkenny County Council can for any position they advertise, include Desirable Requirements. Desirable Requirements are those that would be beneficial to optimising job performance. Desirable Requirements can be used if necessary to reduce numbers called for interview.

THE IDEAL CANDIDATE WILL POSSESS: Excellent office administrative experience – including organisational skills, with the ability to plan, organise and prioritise work effectively. Strong verbal communication skills, being able to communicate effectively and appropriately with people at all levels. Strong interpersonal skills – working well with other employees, managers, customers and the public. Good written and proof-reading skills, with grammatical proficiency. Excellent I.T. skills (including Microsoft Word, Access, Excel, PowerPoint, etc.) Ability to undertake work requiring accuracy and attention to detail and to meet established deadlines. Ability to be self-motivated and work on own initiative. Ability to be flexible in their approach to work. Knowledge and understanding of the Local Authority and the role of Clerical Officer.

Applicants should satisfy themselves they are eligible under the required qualifications. Kilkenny County Council may not be in a position to investigate the eligibility of all candidates in advance of the interview/examination, and hence persons who are ineligible but nevertheless enter, may put themselves to unnecessary expense.

JOB DUTIES AND RESPONSIBILITIES The duties of a Clerical Officer are varied and can involve assignment to different parts of the organisation or different areas of work. The role requires that employees’ function in a flexible manner and work effectively together as a team to deliver required outcomes or outputs. The duties shall be such clerical/administrative and secretarial as may be assigned to the officer from time to time by the local authority and shall include the duty of deputising for other officers of the local authority, when required, and such duties as may be assigned to him/her in relation to the area of any other local authority.

Clerical Officers Performs A Range of Tasks Including: To participate in and support the work of the section or department to ensure that work programs are delivered in accordance to the operational plans. Providing high levels of customer services, responding to queries and requests for information in a professional courteous and timely manner. Processing applications for services in accordance with Council policies, procedures and plans. Carrying out a range of administrative tasks including photocopying, preparing letters/documents/presentations for public circulation, typing, minute taking, report/returns preparation, filing, arranging meetings, receipting/balancing payments including cash, handling internal/external mail. Operation of the financial system and other local government systems. Any other duties that may be assigned as part of the overall functioning of the relevant Department. To be in compliance with Health and Safety legislative requirements, policies and procedures and safe systems of work.

PARTICULARS OF OFFICE TYPE OF POST To form a panel from which Permanent, Temporary, Part-Time, Fixed Term and Specific Purpose positions may be filled.

SALARY The salary shall be fully inclusive and shall be as determined from time to time. The holder of the office shall pay to Kilkenny County Council any fees or other monies (other than inclusive salary) payable to and received by him/her by virtue of his/her office or in respect of services which he/she is required by or under any enactment to perform. In accordance with EL02/2011 persons who are not serving Local Authority employees must be placed on the minimum of the scale. Where a person being appointed is a serving Local Authority employee normal starting pay rules will apply. The rate of remuneration may be adjusted from time to time in line with government policy. The current salary scale for the position is €29,811 minimum to €46,945 maximum inclusive of LSI. 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 A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident.

SUPERANNUATION CONTRIBUTION Public Service Pensions (Single Scheme and Other Provisions) Act 2012 New members joining the public sector on or after 1st January 2013 will be required to join the Single Public Service Pension Scheme. It applies to all first-time entrants to the Public Service as well as former public servants returning to the public sector after a break of more than 26 weeks. Your contributions will be made up of 3% of your gross pensionable remuneration and 3.5% of your net pensionable remuneration (your gross pensionable remuneration less twice the value of the Contributory State Pension). As of 25th March 2019, the weekly CSP rate is €248.30. Your normal retirement age under this scheme is the same age at which you can claim the Contributory State Pension. The minimum age for receipt of this pension is Age 66. There is a compulsory retirement age of 70 years.

Persons who commenced in Public Service Employment after 6th April 1995 and prior to 1st January 2013: Persons who became pensionable employees after 6th April 1995 and prior to 1st of January 2013, without a break in employment, will join the Local Government (Superannuation) (Consolidation) Scheme 1998. Contributions are payable at the rate of 1.5% of your basic salary, 3.5% of basic salary less twice two times the value of the Contributory State Pension and a further 1.5% is payable for spouse and children’s contributions (*non-officer grades pay a co-ordinated contribution:

‘Non-New Entrants’ (those who became pensionable after 6th of April 1995 and prior to 1st April 2004) have a minimum retirement age of 60 and a compulsory retirement age of 70. ‘New Entrants’ (those who became pensionable after 1st April 2004 and prior to 1st January 2013) have minimum retirement age of 65 with no compulsory retirement age.

Persons who commenced in Public Service Employment before 6th April 1995: Their minimum retirement age is 60 and they have a compulsory retirement age of 70 as per Department of Housing, Planning and Local Government Circular Letter CL/2/2019. Contributions are 5% of basic salary and 1.5% of basic salary toward Widow’s & Orphan’s or Spouse & Children’s Scheme.

PENSION ABATEMENT If the appointee was previously employed in the Civil Service or in the Public Service please note that the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 (Section 52) includes a provision which extends abatement of pension for all Civil and Public Servants who are re-employed where a Public Service Pension is in payment. This provision to apply abatement across the wider public service came into effect on 1 November 2012. This may have pension implications for any person appointed to this position that is currently in receipt of a Civil or Public Service pension or has a preserved Civil or Public Service pension which will come into payment during his/her employment in this position. Prior to appointment, successful applicants will be obliged to complete a declaration in relation to previous Public Service pensionable employment. Please note: In applying for this position you are acknowledging that you understand the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/Office will support an application for an abatement waiver in respect of appointments to this position.

PENSION ACRUAL A 40-year limit on total service that can be counted towards pension where a person has been a member of more than one pre-existing public service pension scheme (i.e. non-Single Scheme) as per the 2012 Act shall apply. This 40-year limit is provided for in the Public Service Pensions (Single Scheme and Other Provisions) Act 2012. This may have implications for any appointee who has acquired pension rights in a previous public service employment.

PROBATION The following provisions shall apply: There shall be a period after such appointments take effect during which such persons shall hold such office on probation; Such period shall be 6 months but the Chief Executive may at his/her discretion extend such period; Such persons shall cease to hold such employment at end of the period of probation unless during such period the Chief Executive has certified that the service of such persons is satisfactory PRE-EMPLOYMENT MEDICAL EXAMINATION/QUESTIONNAIRE For the purposes of satisfying the requirement as to health, it will be necessary for each successful applicant, before he/she is appointed, to undergo a medical examination by a qualified medical practitioner to be nominated by Kilkenny County Council. In the event the applicant does not take up the post following the preemployment medical, he/she will reimburse Kilkenny County Council the cost of the medical examination, as per a previously signed understanding.

HOURS OF WORK The person appointed will be required to work a 35-hour week Monday to Friday which equates to a 7-hour day.

ANNUAL LEAVE Annual leave entitlement for this position is 27 days per annum in accordance with Department of Environment, Community & Local Government Circular LG(P) 07/2011.

TRAVEL When required to do so holders of the office shall hold a full driving licence for class B vehicles free from endorsement and disqualification and, shall drive a motor car in the course of their duties and for this purpose provide and maintain a car to the satisfaction of the Local Authority. It is Kilkenny County Council policy that all staff using their private cars for work purposes, regardless of the frequency should: 1) Indemnify Kilkenny County Council on their personal insurance policy 2) Note business class on their personal policy 3) It is the obligation of the driver/owner to ensure that the vehicle is fit to be on the public road including valid NCT certification When applicable for specific roles, travelling and subsistence expenses necessarily incurred in the course of official duties will be refunded in accordance with appropriate rates in line with the relevant Department Circulars and any other relevant documents. If during your employment, your licence is revoked, even temporarily, or if you receive endorsements on your licence, which may affect your duties, you are obliged to notify the Council immediately.

LOCATION The holder of the office shall reside in the district in which his/her duties are to performed or within a reasonable distance thereof.

SAFETY, HEALTH & WELFARE The holder of the post shall comply with Kilkenny County Council’s Safety Management System. He/she shall familiarise him/herself with the Safety statement for his/ her section and all the associated safety & health risk assessments, safe systems of work, and procedures and make proper use of all safety clothing and equipment. Failure to comply with the Safety Statement and its requirements may result in disciplinary action.

TRAINING It is a condition of employment that successful applicants will be required to participate in training programmes relevant to the skills necessary for the performance of the duties attaching to the post.

POLICIES & PROCEDURES The post-holder will be expected to abide and adhere to the policies & procedures applicable to Kilkenny County Council.