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Clerical 3 - CRS Dublin

Daughters of CharityDublinPart-time

Daughters of Charity Disability Support Services


Applications are invited for the following position:-

                     COMMUNITY RESIDENTIAL SERVICES

DUBLIN

Clerical 3 –Secretary to Service Manager  

18.5 hpw Permanent part-time

(One week on, one week off)


SALARY €23,586- €37,661 (pro rata for hrs worked)

Salary subject to Relevant Public Sector Experience


Req 19143

Daughters of Charity Disability Support Services provide Residential and Day Services to people with an Intellectual Disability. We are looking for candidates who are committed to supporting people with disabilities and their families, in a person centred, community based, socially inclusive manner in accordance with our core values and ethos and underpinned by quality, best practice and research. 


Along with the ability to carry out all duties detailed in the job description, photocopies of the following must be attached to your application, otherwise regrettably, we are unable to shortlist:-


• Leaving Certificate /Fetac Level 5 in office administration 


Applicants should have:

• Completed the Leaving Certificate, or a Level 5 Office Administration course

• Have at least 3 years experience of working in a busy and varied environment.

• A thorough working knowledge of Microsoft Office, together with excellent typing skills including Dictaphone essential.

• Have excellent telephone and interpersonal skills.

• Applicants should possess good planning, organisational, communication, problem solving and time management skills.

• Experience of working in an area delivering services to people with Intellectual Disability. 

• The successful candidate will be self-motivated and willing to work as part of a team as well as on their own initiative. 

• Have an organisational commitment to lead through the Daughters of Charity values and vision

• Applicants should possess Level 1 behavioural competencies of DOCDSS competency framework 


* Successful Interviewees will need to complete Children’s First Training online, prior to commencement 


Informal enquiries to Mary Lucey Pender, Service Manager, Tel: 01 8223801

              “A panel may be formed from future Clerical 3 Staff positions may be filled.”


                 Please apply via our website www.docservice.ie 


We are unable to shortlist Applications, unless the following is submitted by all Candidates, including internal Staff:

CV and a copy of relevant qualifications detailed on the advert to be submitted in ONE PDF Document 

                                          Closing date for receipt of applications: 25th September 2019


Daughters of Charity Disability Support Services Limited is an equal opportunities employer

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JOB DESCRIPTION


TITLE: CLERICAL  OFFICER  -  GRADE  3


RESPONSIBLE  TO: SERVICE MANAGER.


EMPLOYING AUTHORITY: DAUGHTERS OF CHARITY



1. Provide an efficient secretarial and administrative service for the Service Manager. Dealing with all office duties in a competent and confidential manner.


2. Type all correspondence, reports, booklets, Power Point presentations and other information, ensuring a high standard of accuracy.


3. Arrange meetings and keep diary for the Service Manager, book Meeting Rooms as requested.  Set up vision projector if required.


4. Being sensitive in dealing either verbally or in writing when making arrangements or cancellations.


5. Arrange meetings, take minutes, type and circulate same as requested.


6. Maintain filing system and ensure that correspondence received by Service Manager/ other areas is filed and up to date.  


7. Ensure records are archived appropriately with appropriate labelling.


8. Photocopying documentation as may be required.


9. To answer phones and door buzzer as required. To deal with visitors in a helpful and friendly manner.


10. To input data in relation to clinical incidents, relief staff, leave  and other data bases as required in a timely manner to meet deadlines.


11. Collating & filing all information relating to HIQA quarterly returns and other HIQA notifications. Assist with any other data required for HIQA visits or action plans after visits.


12. Keep all statistics relating to service user protection & welfare information up-to-date.


13. To assist with preparing data for the Quality and Risk Officer on quarterly basis.



14. To collate and circulate the weekly memo to all community houses.



15. Collating all reports and records relating to a legal claim.


16. Retrieve appropriate information for Freedom of Information requests for Assistant Chief Executive Officer.


17. Maintaining a high standard of work performance, attendance, appearance and punctuality at all times.


18. Ensure good working relationships with colleagues at all times


19. Ensure each person with an intellectual disability is treated with the utmost respect and dignity at all times.


20. Participate in Service Annual performance Review System



21. Ensuring an up-to-date awareness and understanding of conditions of employment within the Service.


22. Ensure that the highest standards of confidentiality are maintained in relation to all areas of work.


23. Ensuring good working relationships are maintained with colleagues.


24. Participate in Service Annual Performance Review System


25. Any other duties as may be assigned from time to time.


The above job description is not intended to be a comprehensive list of duties and responsibilities and consequently the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post when in office.  This job description may change in line with the changing needs and objectives of the Daughters of Charity Service.


Core Competencies

Quality Service

• Adopts a person centered approach and supports service users with empathy, compassion and respect.

• Demonstrates a commitment to achieving a high standard result.

• Is flexible and adaptable to meet unanticipated demands.

• Complies with organisational policies and procedures at all times. 

• Understands, demonstrates and respects the rights of all service users and families 


Planning & Organising

• Demonstrates the ability to plan and deliver the duties of the role in an effective and resourceful manner within a model of person centered care.

• Adopts a systematic approach to planning, organising and managing workload.

• Able to multi task without losing focus.

• Manages competing and changing priorities effectively.

• Demonstrates a flexible and adaptable approach in a changing environment.

• Deals with issues in a timely manner. 

• Demonstrates a high level of attention to detail 


Professionalism

• Approaches all tasks in a confident manner.

• Shows pride in one’s profession.

• Demonstrates honesty and integrity: holds a strong code of ethics.

• Maintains appropriate and professional boundaries.

• Manages personal problems to minimise impact on work or professional relationships

• Respects confidentiality and discretion in all work related matters.

• Pays attention to dress code and professional appearance.

• Shows an enthusiastic and committed attitude to ones work.

• Understands scope of practice. 

• Understands the need to apply service and/or professional standards, policies  and procedures

• Demonstrates self-belief in own potential and ability. 


Continuous Learning & Development

• Shows enthusiasm and motivation for work. 

• Willing to use opportunities to improve, learn and develop self. 

• Regularly participates in on the job learning.

• Stays current in own field of expertise.

• Is open to constructive feedback, acknowledges own limitations.

• Understands role and boundaries of other disciplines.

• Initiates and undertakes mandatory training.

• Takes responsibility to ensure learning and understanding of new ideas and procedures.

• Self evaluates own performance to continuously improve personal development.


Organisational Knowledge

• Understands the mission and core values of Daughter of Charity Disability Support Services.

• Is aware of the multiple services provided by the Daughters of Charity. 

• Familiar with professional bodies.

• Is knowledgeable of regulations and where relevant applies practice in accordance with legislation to area of work. 

• Has the skill set to access computer systems and ability to learn new IT system’s

• Knowledgeable of professional standards, policies and procedures relevant to discipline.

• Understands how own scope of practice fits with the organisation.


Innovation & Creativity

• Demonstrates a can do attitude. 

• Generates new ideas.

• Shows enthusiasm for trying new ways of doing things. 

• Voluntarily puts forward suggestions for improvements.

• Promotes improvement ideas to colleagues.

• Takes a creative approach to work by exploring a range of options whilst keeping an open mind. 

• Effectively applies existing practices or processes to new work situations to benefit the service and service users.

• Takes appropriate action to address inefficiencies in work processes and establishes improved ways of getting the job done


Leadership Potential 

• Successfully modifies behaviour to embrace change.

• Energetic and Inspires others through own positive attitude.

• Creates trust by being honest, reliable and consistent.

• Can be directive without being dictatorial.

• Blends a focus on results with a caring and sensitivity for individuals.

• Demonstrates the ability to be flexible in relation to hours of work and roles and responsibilities.

• Responds positively to new demands and requirements. 


Problem Solving & Decision Making

• Makes timely, intuitive decisions to achieve successful outcome.

• Identifies and uses appropriate sources of information when making decisions. 

• Supports views with sound logic reasoning.

• Reasons systematically and logically through issues.

• Demonstrates common sense when dealing with every day issues that arise.

• Knows when  to  ask for help and guidance from supervisor and/or colleagues


Team work

• Contributes consistently and positively to team activities.

• Projects a warm and appropriate professional demeanour at all times.

• Is accepting of diverse values and beliefs.

• Helps others: willing to take on different tasks/roles accordingly to the needs of the team.

• Expresses views and professional opinion at team meetings.

• Knows when and where to consult with other members of the team.

• Is responsive to the needs of other team members: shows empathy.

• Balances listening to others ideas with sharing own thoughts.

• Considers how ones behaviour may impact others. 

• Has the knowledge and confidence to identify and personally manage own workplace disagreements locally at an early stage and knows when to seek support of management.


Communication & Interpersonal Skills

• Communicates openly and honestly. 

• Shows empathy when handling delicate or sensitive issues. 

• Shows patience when dealing with others. 

• Considers how ones behaviour may impact others.

• Clearly and confidently articulates ideas and opinions and their underlying rationale.

• Draws on a variety of communication methods to fit/situation circumstances.

• Open listening: asking clarifying questions and makes eye contact. 

• Demonstrates positive body language.

• Knows when to speak, what to talk about, with whom, when, and where.

• Communicates effectively in English language, written and spoken, as appropriate to job requirements.

• Numerate and Literate.







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