Clerical Officer

The Job Clerical Officers make a valuable contribution to the provision of Tipperary County Council’s services. The Clerical Officer will work as part of a multidisciplinary team, assisting with the implementation of work programmes to achieve goals, targets and standards set out in the Departmental and Team Development Plans. He/she will also be required to operate the Council’s existing and future IT systems as part of their work. As part of Tipperary County Council’s commitment to providing quality services to citizens, the Clerical Officer will assist in delivering a wide range of services across the organization. Clerical Officers provide a point of contact for customers to carry out their business and access information about the Council’s services.

The ideal candidate will: • Have an understanding of the Council’s purpose and knowledge of public service organisation’s in Ireland. • Have an ability to work effectively within a team to achieve a common goal, ensuring standards are adhered to and maintained. • Have good interpersonal and communication skills. • Have the ability to provide excellent customer services. • Understand the changing environment and be capable of adapting to change in order to deliver quality services to our citizens.

• Demonstrate good administrative experience. • Have an ability to work on own initiative, in an independent environment and without constant supervision. • Have an awareness of Health & Safety legislation and regulations, the implications for the organisation and the employee, and their application to the workplace.

Qualifications:

Character Each candidate must be of good character.

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.

Education and Experience 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 had at least two year’s previous service in the 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 (iv) have satisfactory relevant experience which encompasses demonstrable equivalent skills.

Duties: Clerical Officers shall perform such duties as may from time to time be assigned in relation to the employment and as may be appropriate to any particular function of the local authority for which the Chief Executive is responsible and carry out such instructions as may be given in relation to the performance of duties. A Clerical Officer shall, if required, act for an employee of a higher grade. 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: • Providing clerical and administrative support within any section of the Council or its Municipal District operations. • Working as part of a team to delivering services. • Communicating and providing information in a professional and courteous manner to elected members and customers through face to face interaction, by telephone and email. • Providing the highest quality standards in customer services at all times. • Using Information Technology on a daily basis including standard office packages and financial management systems. • Maintaining high quality records in a thorough and organised manner. • Checking all work thoroughly to ensure it is completed to a high standard. • Carrying out routine accounts work. • Approaching work in a careful and methodical manner, displaying accuracy at all times. • Creating and maintaining any records, reports and returns as required. • Ensuring compliance with organisational policies and procedures. • Organising and facilitating internal and external meetings. • Completing all essential training successfully. • Participating in the Performance Management Develoment System (PMDS). • Liaising with and responding to other local authorities, government departments and statutory agencies when required. • Carrying out duties in a politically neutral and impartial manner that enhances public trust and confidence in the local authority decision making process. • Acting or deputising for more senior personnel in their absence when required. • Undertaking any other duties of a similar level and responsibility, as may be required, or assigned, from time to time.

Salary: Current Salary Scale: €29,811 - €46,945 (Departmental Circular letter EL 03/2024) The salary shall be fully inclusive and shall be as determined from time to time. The employee shall pay to the local authority any fees or other monies (other than his/her inclusive salary) payable to or received by him/her by virtue of his/her employment or in respect of services which he/she is required by or under any enactment to perform. Entry point of this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government & Heritage. 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 for the position at the minimum point. Remuneration is paid fortnightly by PayPath directly to the employee’s nominated bank account. The current wage pay cycle may be revised during the period of employment. Remuneration is subject to all statutory deductions, e.g. P.A.Y.E. and P.R.S.I. Increments are paid annually subject to satisfactory attendance, conduct and performance and national agreements. Increments may be withheld if performance, attendance and/or conduct are not satisfactory. Under the Public Service Stability Agreement 2013, the working hours for newly appointed/promoted staff are 35 hours per week. All posts will be offered on the basis of the candidate working wholetime.

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 in, an EEA member state or the UK or Switzerland and has a stamp 4 visa.

Probation: Where a person who is not already a permanent officer of Tipperary County Council is appointed, the following provisions shall apply:- (a) there shall be a period after such appointment takes effect, during which such person shall hold office on probation; (b) the maximum period shall generally be one year for permanent contracts and such other period as may be required in relation to temporary or fixed term/purpose contracts as set out in the council’s probationary policy. No probationary period shall exceed 12 months in duration. (c) such a person shall cease to hold office at the end of the period of probation, unless during such period, the Chief Executive has certified that the service of such person is satisfactory.

Superannuation: The relevant Superannuation Scheme will apply. The provisions of the Local Government (Superannuation) (Consolidation) Scheme 1998 may apply. Persons who become pensionable officers who are liable to pay the Class A rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority as follows: 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children). Persons who become pensionable officers who are liable to pay the Class D rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority at the rate of 5% of their pensionable remuneration. The provisions of the Spouses and Children’s/Widows and Orphans Contributory Pension Scheme will continue to apply. New entrants will be admitted to the Single Public Service Pension Scheme with effect from the date of appointment. The scheme is contributory and provides pension, retirement gratuity, death gratuity and survivors benefits. To qualify for a pension the successful candidate must have served a minimum of two years employment in a Local Authority.

Retirement Age There is no mandatory retirement age for new entrants to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004. Anyone who is not a new entrant to the public service, as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004, is subject to a compulsory retirement age of 70 years or as determined in accordance withDepartment Circulars and in line with Government Policy. The maximum retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years. The Council may refer staff to a medical advisor at any time to determine fitness for carrying out the duties to which they have been assigned. Incentivised Scheme for Early Retirement (ISER) It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under that Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Hours of Work: The normal working hours are 35 hours per week. Flexible working arrangements apply. All hours worked are subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Regulations, 2001. Tipperary County Council requires employees to record their hours using the CORE/TDS Clocking system. Annual Leave: The annual leave entitlement for the grade is 27 days per annum. Granting of annual leave, payment for annual leave and arrangement for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended). The Chief Executive of Tipperary County Council retains autonomy with regard to office closures, (e.g. Christmas Office Closure); any days arising from such closure will be reserved from the employee’s annual leave entitlement. Proposed office closure days will be reviewed and advised to all employees each year.

Residence: The succesful candidate shall reside in the district in which his/her duties are to be performed, or within a reasonable distance thereof.

Drivers Licence: Tipperary County Council employees may on occasion be required to use their car on official business. In such situations the employee must hold a current clean driver’s licence and have available adequate means of transport. It is the responsibility of the employee to arrange the appropriate car insurance for business use and to indemnify Tipperary County Council with the indeminty specified on the insurance certificate under the heading “Persons or classes of person who are covered”. Documentation to confirm the appropriate insurance cover will be required to be supplied to the Council on an annual basis.

Code of Conduct/Organisational Policies: Employees are required to adhere to all current and future Tipperary County Council codes of practice including Code of Conduct of Employees and all current and future organisational policies including, but not limited to Health and Safety, Communications, Data Protection, Equality, Staff Mobility, Attendance Management and Use of Electronic Equipment.

Training: Employees are required to attend and participate fully in training programmes as may be decided by the Council from time to time and to apply their learning in the course of their daily working activities. Location of assignment/appointment: Tipperary County Council reserves the right to assign the successful candidate to any premises in use by the Council, now or in the future. The person appointed will be required to report to their place of work by their own means of transport and at their own expense. Commencement: Tipperary County Council shall require a person to whom an appointment is offered to take up such appointment within a period of not more than one month (subject to notice requirements) and if they fail to take up the appointment within such period or such other longer period as the Council in its absolute discretion may determine, Tipperary County Council shall not appoint them.

Reporting Arrangements: Clerical Officers report directly to the appropriate supervisor in the Section or to any other employee of Tipperary County Council as the Chief Executive, Director of Services or other appropriate employee may designate for this purpose. A system of regular appraisal (PMDS) will be operated during employment, which will involve discussions between the employee and the line manager regarding performance and conduct.

Health & Safety: Tipperary County Council as an Employer is obliged to ensure, in so far as it is reasonably practicable the Safety, Health and Welfare at Work of all of its employees. Under the Safety, Health and Welfare at Work Act 2005, the County Council has a legal duty to exercise all due care and take all protective and preventative measures to protect the Safety, Health and Welfare of its employees. All employees also have a legal obligation under Safety and Health legislation to co-operate with management and not engage in any improper conduct or behaviour or do anything, which would place themselves or others at risk. Employees must not be under the influence of an intoxicant at the place of work. Employees must comply with all Safety and Health rules and regulations and attend all required Safety and Health Training. Tipperary County Council operates under ISO 45001 accreditation. All employees are required to cooperate with the implementation of any and all measures necessary to achieve and sustain same.