Clerical Officers

OPERATING ENVIRONMENT The long-term strategic vision for the future of the Courts Service sets out the 10- year plan to 2030 to re-design services around court users, leveraging digital technology to streamline services and ultimately delivering a modern court system. This is an exciting time to be a member of Courts Service staff and be part of our evolving and modernising journey.

THE ROLE Are you looking for a new challenge? Do you want a varied role with fantastic career opportunities in a dynamic, fast paced environment? The Courts Service is offering entry-level positions for individuals to join our team as a first step toward a rewarding and fulfilling career. These exciting on-site roles provide a vibrant work environment and the opportunity to make a real impact. For this competition we are recruiting roles to our office in the following location: Ennis, County Clare. The Clerical Officer is often the first point of contact for our customers and may be seen as the face of our organisation. In this role you will have an opportunity to learn, develop and gain a knowledge of court proceedings and will be at the forefront of providing our customers access to justice. The office environment is rewarding and fulfilling and gives successful candidates an excellent foundation for career progression. You will play a key role in the implementation of our exciting modernisation programme and as such, we want to make you the best that you can be. KEY RESPONSIBILITIES A Clerical Officer will be responsible for:

• Support management and colleagues in providing efficient, team-oriented, and customer-focused service.
• Play a crucial role in assisting customers, including the most vulnerable in society, on a one-to-one basis.
• Network and liaise with Court stakeholders, support the Judiciary, and assist legal representatives and customers to ensure efficient and user-friendly service.
• Prepare Court lists and files, ensuring customers have access to justice.
• Perform general clerical duties.
• Use Information Technology daily.
• Maintain high-quality records in a thorough and organised manner.
• Check all work meticulously to ensure it meets high standards.
• Approach tasks methodically and carefully, ensuring accuracy at all times.
• Approach work in a careful and methodical manner, displaying accuracy at all times.

Note, the above is intended as a guide and is neither definitive nor restrictive.

ESSENTIAL REQUIREMENTS: On the closing date of 22 November 2024 candidates must have: a) Be at least 18 years of age on or before the closing date. b) Fulfil the Citizenship requirements, Health & Character, Garda Vetting & Security Clearance and Reference Check requirements. c) Ensure that they meet the criteria regarding Public & Civil Service Redundancy/III Health Retirement Schemes. d) A Leaving Certificate or equivalent. e) Be able to work on site the core hours which are 10.00am – 12.30pm to 14.30pm -16.00pm, 5 days a week (As most roles are based in busy court offices, on occasion you may be asked to work longer hours to cover business needs) f) Relevant knowledge and skills to undertake the duties of the position, including a strong command of the English language and the ability to:

• Take direction/follow instructions.
• Organise and prioritise work effectively.
• Work well with the public and colleagues.
• Be flexible in their approach to work.
• Be able to communicate effectively in a clear and concise manner.
• Have a strong work ethic and willingness to learn.

g) Basic level and experience of relevant ICT skills,

BENEFITS AND OPPORTUNITIES It is important to us that staff feel supported and are given every opportunity to learn, develop and progress in our organisation. Our people and organisation strategy places a high emphasis on diversity and wellness, personal and career development and employee engagement, but what does that mean for you? We will provide an environment where you can:

• Enjoy the benefits of flexible working hours for a healthy work-life balance.
• Advance your career with regular promotion opportunities.
• Receive strong management support to achieve your career goals and development needs.
• Expand your knowledge of the justice system through internal mobility.
• Benefit from the refund of fees initiative for further education.
• Utilise study and exam leave Under our People and Organisation Strategy, we are developing a comprehensive training program that prioritises the learning and development of our people. Your journey will begin with a thorough induction program and continue with ongoing engagement with the Learning and Development unit. Expect to progress quickly in an organisation that values initiative and hard work. Whether you are a student, graduate, starting your career, or changing careers, we have a role for you in the Courts Service.

APPLICATION PROCESS Application should be made by logging into the advertisement link. The closing date is 12noon on Friday 22 November 2024. Applications received after the closing date and time will not be accepted. Candidates who do not hold or do not demonstrate the skills and experience will not be called for interview. The admission of a person to a competition, or invitation to attend an interview, is no to be taken as implying the Courts Service is satisfied such a person fulfils the requirements of the competition or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important, therefore, for candidates to note that the onus is on them to ensure that they meet the eligibility requirements for the competition before attending for interview. If a candidate does not meet these essential entry requirements but nevertheless attends for interview, that candidate will be putting him or herself to unnecessary expense. It is important to note the onus is on applicants to ensure the eligibility requirements for the competition are met before attending for interview. The Courts Service accepts no responsibility for communication not accessed or received by an applicant.

Oleeo When you click on the competition advertisement you will be brought to the Oleeo Recruitment system where you will find the description of the competition. When you click on the “Apply” button you will be asked to login or create an account. Login (if you have used the system before and created an account): username & password. Create an Account (First time using the system). Details you require to create an account: First Name, Last Name, Email Address, Confirm Email Address, Password and Confirm Password. You will be required to tick a box (I agree) that you have read the “Data Protection Statement”. You can then click the “Submit Registration”. There is also a “Home” tab at the top of the page, which will bring you to a “Help Centre” tab and provide you with information on a number of queries, for example: login issues, problems saving CV or Cover Letter, submission issues and amending information. Once in the system and applying for the competition, you will be asked to complete the following sections:

• Personal Information, Mailing Address
• Additional Information, Reasonable Adjustments
• Secondary Education
• Employment Experience (Choose Yes or No). You can add more than one.
• Cover Letter – Built into the system.
• Attach documents – this is the section where you upload your CV

When you have all sections completed and files uploaded, please click the “Submit” button. Please note that once your application has been submitted you will be unable to change it. SELECTION METHODS The Selection Process will involve

• Shortlisting of candidates, on the basis of the information contained in their CV & Cover Letter
• a competitive interview

Assessment The Courts Service will short list to select a group for interview who, based on an examination of the CV & cover letter, appear to be the most suitable for the position. Those that demonstrate evidence at the required level will be called to interview.

Skills and competencies

Candidates should demonstrate that they have the ability to carry out successfully the duties of the role, as well as the general skills and competencies namely: Candidates with Disabilities The Courts Service has a key role to play in attracting candidates from all sectors of society, ensuring that routes to career opportunities are accessible to all who are interested. We are committed to equality of opportunity for all candidates. If you have a disability or need reasonable accommodation made during the selection process, we strongly encourage you to share this with us so that we can ensure you get the support you need. Reasonable accommodation in our selection process refers to adjustments and practical changes which would enable a disabled candidate to have an equal opportunity for this competition. Examples of adjustments we provide include the use of assistive technology, extra time, scribes and/or readers or a range of other accommodations. Please be assured that having a disability or requiring adjustments will not impact on your progress in the selection process; you will not be at a disadvantage if you disclose your disability or requirements to us. Your disability and/or adjustments will be kept entirely confidential.

Panel Formation Candidates who successfully pass the interview process may obtain a place on a panel and may, within the life of the panel, be considered for subsequent approved vacancies if they arise for this role. Once a candidate has accepted a position (and in the event that the candidate has been successful in another Courts Service Clerical Officer competition) then the candidate will be removed from any other Courts Service Clerical Officer panel. The candidate who obtains first place on the panel will be the first candidate considered for a position, subject to satisfactory clearances, and so on in order of merit. The panel will be established for 1 year and appointments may be made from this panel as vacancies arise. Candidates who have not been offered a position at the expiry of the panel will have no claim to any further positions thereafter because of having been on the panel.

Confidentiality Candidates can expect that all enquiries, applications and all aspects of the proceedings to the extent that they are managed by the Courts Service are treated as strictly confidential subject to the provisions of the Freedom of Information Act 2014. However, candidates should note that all application material may be made available to the interview board. Certain items of information, not specific to any individual, are extracted from computer records for general statistical purposes.

Garda Vetting Garda vetting will be sought in respect of individuals who come under consideration for appointment. The applicant will be required to complete and return a Garda Vetting form should they come under consideration for appointment. This form will be forwarded to An Garda Siochána for security checks on all Irish and Northern Irish addresses at which they resided. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again. Other important information The Courts Service will not be responsible for refunding any expenses incurred by candidates. Prior to recommending any candidate for appointment to this position the Courts Service will make all such enquiries that are deemed necessary to determine the suitability of that candidate. Until all stages of the recruitment process have been fully completed a final determination cannot be made nor can it be deemed or inferred that such a determination has been made. Should the person recommended for appointment decline, or having accepted it, relinquish it, or if an additional vacancy arises the Courts Service may, at its discretion, select and recommend another person for appointment on the results of this selection process.

Review and Complaint Procedures under the Code of Practice for Appointments to Positions in the Civil and Public Service If a candidate is unhappy following the outcome of any stage of a selection process, they can either: 1. Request a Review of a decision made during the process Or 2. Make a Complaint that the selection process followed was unfair A candidate can follow either one of the two procedures in relation to the same aspect of a selection process, but not both. Where a review of a selection process has taken place under Section 7 (as detailed below), a complainant may not seek a further review of the same process under Section 8, other than in the most exceptional circumstances that will be determined by the Commission for Public Service Appointments (CPSA) at its sole discretion. There is no obligation on the Courts Service to suspend an appointment process while a Review or Complaint is being considered. However, the CPSA expects that, where possible, the Courts Service will intervene in cases where it finds an error is likely to have occurred. Tenure The appointment is to an established position in the Civil Service.

Salary The salary scale for the position (rates effective from October 2024) is as follows: Clerical Officer - Personal Pension Contribution Salary Scale: €571.04 €604.06 €612.46 €628.82 €652.99 €677.10 €701.19 €718.74 €738.65 21 €761.77 €778.02 €800.90 €823.63 €859.10(MAX) €886.97(LSI1), €899.77(LSI2) New entrants to the Civil Service will be appointed to the first point of the (PPC) salary scale. The PPC pay rate applies when the individual is required to pay a Personal Pension Contribution (otherwise known as a main scheme contribution) in accordance with the rules of their main/personal superannuation scheme. This is different to a contribution in respect of membership of a Spouses’ and Children’s scheme, or the Additional Superannuation Contributions (ASC). A different rate will apply where the appointee is not required to make a Personal Pension Contribution. Salary is payable weekly in arrears by Electronic Funds Transfer (EFT) into a bank account of the appointees’ choice. Payment cannot be made until an appointee supplies a bank account number and bank sort code to the Human Resources Unit of the Courts Service. Statutory deductions will be made from salary as appropriate by the Courts Service. Candidates should note that the salary quoted will not be subject to negotiation. The rate of remuneration may be adjusted from time to time in line with Government pay policy.

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