Clerical Officers

The role of Clerical Officer provides vital input to teams through a range of general office duties. Clerical Officers can support teams working in business areas such as customer service, finance, HR, marketing, IT, recruitment, policy, communications, and administration, amongst other areas. The role is designed to provide clerical and administrative support to the teams across TÉ Roscommon and Waterford Offices.

Role Responsibilities The duties of Clerical Officers may vary depending on the nature of work carried out by the unit that a Clerical Officer is assigned to.

Successful candidates will be assigned responsibilities that may include: • Performing general clerical tasks e.g. filing, photocopying, answering and making telephone calls, managing emails, and handling relevant desk duties under the supervision of a designated manager; • Collaborating effectively as part of a team to deliver important TÉ services; • Communicating with the public and customers by responding to queries and providing information in person, over the telephone or via email; • Utilising the latest technology to record and enhance services; • Maintaining high-quality records in a thorough and organised manner; • Assisting line-managers and colleagues in projects and initiatives; • Reviewing all work meticulously to ensure it meets high standard of quality; • Conducting routine accounts work; • Using information technology daily including word processing, spreadsheets, database, e-mail and internet applications; • Approaching work in a careful and methodical manner, demonstrating accuracy at all times, including when conducting routine or repetitive work; • Undertaking any other duties deemed appropriate that are relevant to the grade of Clerical Officer. Note: This job description is subject to re-definition as part of ongoing reforms within the Public Service and change management initiatives within TÉ.

Person Specification The candidate appointed as a Clerical Officer (CO) in TÉ will be an individual of the utmost integrity and ethical values, demonstrating personal drive, commitment and energy. They will foster a culture of ethical behaviour and personal responsibility throughout their areas of responsibility. Essential Criteria On the closing date of Wednesday, 11th December 2024 at 5pm candidates must satisfy all the following requirements: a) Proven administrative skills with the ability to set up and maintain appropriate work systems (e.g., filing systems, databases); b) Proficiency in IT, including the full Microsoft Office Suite and Office 365, especially Word and Excel, and familiar with managing electronic files (ideally on SharePoint or E-Docs); c) Relevant knowledge and skills to undertake the duties of the position, including the ability to: • take direction / follow instructions; • organise and prioritise work effectively, with strong attention to detail; • 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; d) Fulfil Citizenship, Health & Character, Garda Vetting & Security Clearance and Reference Check requirements; e) Ensure that they meet the criteria regarding public & civil service redundancy / ill Health retirement schemes; In addition to the above, candidates must possess and demonstrate the skills/competencies identified as necessary for the role as follows; • Teamwork; • Information Management/Processing; • Delivery of Results; • Customer Service & Communication Skills; • Specialist Knowledge, Expertise and Self Development; • Drive & Commitment to Public Service Values. Principal Conditions of Service (Please also refer to the Important Additional Information Document provided). General The appointment is on a probationary basis to a permanent post in the Civil Service and is subject to the Civil Service Regulations Acts 1956 to 2005, the Public Service Management (Recruitment and Appointments) Act 2004 and any other Act for the time being in force relating to the Civil Service.

Salary The Salary Scale for the position is as follows: (rates effective from 1st October 2024):

571.04 - 899.77 per week

Personal Pension Contribution (PPC) 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. Long service increments may be payable after 3 (LSI1) and 6 (LSI2) years satisfactory service at the maximum of the scale.

Important Note Entry will be at the minimum of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Different terms and conditions may apply if you are a currently serving civil or public servant. Subject to satisfactory performance, increments may be payable in line will current Government Policy. Payment will be made weekly / fortnightly in arrears by Electronic Fund Transfer (EFT) into a bank account of your choice. Payment cannot be made until a bank account number and bank sort code has been supplied on appointment and statutory deductions from salary will be made as appropriate. You will agree that any overpayment of salary, allowances, or expenses will be repaid by you in accordance with Circular 07/2018: Recovery of Salary, Allowances, and Expenses Overpayments made to Staff Members / Former Staff Members/Pensioners.

Tenure and Probation The appointment is to a permanent position on a probationary contract in the Civil Service. The probationary contract will be for a period of one year from the date specified on the contract. During the period of your probationary contract, your performance will be subject to review by your manager(s) to determine whether you: (i) Have performed in a satisfactory manner; (ii) Have been satisfactory in general conduct; (iii) Are suitable from the point of view of health with particular regard to sick leave. Prior to the completion of the probationary contract a decision will be made as to whether or not you will be retained pursuant to Section 5A (2) Civil Service Regulation Acts 1956–2005. This decision will be based on your performance assessed against the criteria set out in (i) to (iii) above. The detail of the probationary process will be explained to you by HR, and you will be given a copy of the Department of Public Expenditure and Reform’s guidelines on probation. All appointees will serve a one-year probationary period. If an appointee who fails to satisfy the conditions of probation has been a serving civil servant immediately prior to their appointment from this competition, the issue of reversion will normally arise. In the event of reversion, an officer will return to a vacancy at their former grade in their former Department. In the following circumstances your contract may be extended and your probation period suspended. • The probationary period stands suspended when an employee is absent due to Maternity or Adoptive Leave. • In relation to an employee absent on Parental Leave or Carers Leave, the employer may require probation to be suspended if the absence is not considered to be consistent with the continuation of the probation and • Any other statutory provision providing that probation shall - (i) stand suspended during an employee’s absence from work, and (ii) be completed by the employee on the employees return from work after such absence. Where probation is suspended the employer should notify the employee of the circumstances relating to the suspension. Unfair Dismissals Acts 1977-2015 The Unfair Dismissals Acts 1977–2015 will not apply to the termination of this employment by reason only of the expiry of this probationary contract without it being renewed. The Organisation of Working Time Act The terms of the Organisation of Working Time Act 1997 will apply, where appropriate, to this employment.

Headquarters Headquarters will be such as may be designated from time to time by the CEO. When required to travel on official duty the appointee will be paid appropriate travelling expenses and subsistence allowances, subject to normal civil service regulations.

Duties The employee will be required to perform any duties appropriate to the position which may be assigned from time to time. The officer may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties or conflict with his/her role.

Hours of attendance Hours of attendance will be fixed from time to time but will amount to not less than 41 hours 15 minutes gross per week or 35 hours net per week. No additional payment will be made for extra attendance (over and above 41 hours and 15 minutes gross or 35 hours net per week) as the rate of remuneration payable covers any exceptional extra attendance liability that may arise from time to time. TÉ offers flexible working, with a commitment to work-life balance and a family-friendly workplace. Annual Leave The annual leave allowance for this position is 22 days rising to 23 days after 5 years’ service and rising to 24 days after 10 years’ service. This allowance is subject to the usual conditions regarding the granting of annual leave in the civil service, is based on a five-day week and is exclusive of the requirements of the position and • A completed Application Form; and • Proof of eligibility to be provided with application as set out below:

Citizenship Requirements (Proof of Eligibility) Eligible candidates must be: • A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or • A citizen of the United Kingdom (UK); or • A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or • A non-EEA citizen who has a stamp 41 or a Stamp 5 visa;