Clerical Officer

The Clerical Officer is a key support position within the local authority, providing a comprehensive range of general administrative and clerical supports to a section or department. Clerical Officers are key frontline people who deliver a range of services by working as part of a team to meet work goals and to deliver quality services to both internal and external customers. The Clerical Officer is expected to carry out their duties in a manner that enhances public trust and confidence and their work requires that employees in the role function in a flexible manner and work effectively as part of a team to deliver required outcomes or outputs.

SALARY:

€31,935 - €49,413 - with annual increments payable subject to satisfactory overall performance, attendance, etc.

Offers of appointment to persons who are not serving local authority employees will be based on the minimum of this scale. Where the person being appointed is a serving local authority employee, normal starting pay rules will apply.

ANNUAL LEAVE: 27 days per annum

HOURS OF WORK: 35 hours per week. Flexible working arrangements apply.

DUTIES & RESPONSIBILITIES

The key duties and responsibilities of the post of Clerical Officer include:-

• to participate in and support the work of the section or department to which they are assigned, to ensure that work programmes are delivered in accordance with operational plans

• to communicate and liaise with team members, supervisors, members of the public and others in relation to operational matters in their section

• to prepare reports, correspondence, and other documentation as necessary

• to provide a comprehensive administrative and clerical service as required

• to ensure high levels of customer services, responding to queries and requests for information in a professional, courteous, and timely manner

• to support and participate in all change management initiatives within their area of work and the wider organisation

• to support and assist team members as required

• to participate in corporate activities and responsibilities appropriate to their grade

• to be in compliance with Health and Safety legislative requirements, policies and procedures and safe systems of work

• to undertake any other duties of a similar level and responsibility as may be required, or assigned, from time to time.

• to deputise for other employees of a higher grade as required

ELIGIBILITY CRITERIA

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.

CITIZENSHIP:

Candidates must, by the date of any job offer, be:

a) a citizen of the European Economic Area (EEA), or

The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway

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

f) 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

EDUCATION/ EXPERIENCE, ETC.:

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 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

(iv) have satisfactory relevant experience which encompasses demonstrable equivalent skills.

FORMAT OF THE COMPETITION

The selection process may include some or all of the following:-

Initial Screening

Assessment/Testing

Shortlisting based on information contained in their application form

Preliminary Interview

Final Interview

Step 1: Initial Screening

In the first instance, all applications received by the latest date/time for receipt of completed applications will be screened for eligibilty in accordance with the qualifications for the post as set out in this booklet.

Step 2: Assessment/Testing and/or Shortlisting

If the volume of applicants for the position is such that it would not be practical to interview all qualified candidates, Kerry County Council may decide to carry out assessment/testing and/or conduct a shortlisting exercise based on an examination of application forms having regard to pre-determined criteria based on the requirements for the position. This is not to suggest that candidates not selected for interview are necessarily unsuitable or incapable of undertaking the job, rather that there are some candidates, who based on their application, appear to be better qualified and/or have more relevant experience.

It is therefore in your own best interest to provide a detailed and accurate account of your relevant qualifications/experience on the application form.

Step 3: Preliminary Interview

If, following Step 2, there remains a significant number of candidates, it may be necessary to hold preliminary interviews.

Step 4: Final Interview

Candidates who are successful in the shortlisting/preliminary interview process will be invited to attend for final interview.

Kerry County Council will endeavour to give sufficient notice of the any scheduled interview time and date to candidates. Thereafter, it is the responsibility of the candidate to make themselves available on time and on the date advised. Candidates who do not attend for interview on the date and time advised will be deemed to have withdrawn their application from the competition. Expenses incurred by candidates in attending for interview, will be at the candidates own expense.

INTERVIEW

Candidates selected to progress to preliminary/final interview will be assesses under the following competencies using some/all of the indicators listed:-

Customer Service and Communication Skills

• Ensure to provide quality services

• Communicate clearly while also listening actively

• Demonstrate positive customer service attitude

• Is respectful, courteous and professional, remaining composed, even in challenging circumstances

Team Work

• Develop and maintain good working relationships within teams

• Understand own role and personal contribution to team

• Ability to communicate well with wide range of stakeholders

• Demonstrate dignity and respect for colleagues

• Offers own ideas and perspectives

Personal Effectiveness

• Commitment to self development and improving skills and knowledge base

• Strives to perform at a higher level

• Enthusiastic and energetic about their role

• Acts with honesty and integrity

• Treats others in a fair and consistent manner

• Is committed to self-development and continuously seeks to improve personal performance

Local Government Knowledge & Understanding

• Clear knowledge and understanding about the local authority, its services and the role of the Elected Members

• Understanding the role of a Clerical Officer in this context

• Knowledge an understanding of the functions of Kerry County Council

• Relevant administrative experience and clerical skills

• A strong customer service ethos

• Experience of working as part of a team

• Knowledge and experience of operating ICT systems

GENERAL INFORMATION

Kerry County Council will not be responsible for any expense, including travelling expenses, which candidates may incur in connection with their candidature. Candidates will be asked for details of any special requirements which they may have in attending for interview.

Candidates invited to attend for interview may be asked, at any stage of the recruitment process, to supply further documentation in relation to their academic qualifications, employment history, etc.

Any offer of employment will be subject to verification of information provided on the application form, pre-employment medical examination, reference checks, and Garda vetting if appropriate.

Appointees may be required to undertake travel as required in line with their duties, and in that regard will ideally hold a full driving licence, EU Model for Class B Vehicles.

An applicant who is found to be ineligible at any stage of the competition will not be further considered. Provision of inaccurate, untrue, or misleading information will result in disqualification from the competition, withdrawal of employment offered, or dismissal.

Any attempt by a candidate himself or herself or by any person(s) acting at the candidate’s instigation, directly or indirectly, by means of written communication or otherwise, to canvass or otherwise influence in the candidate’s favour, any member of the staff of Kerry County Council or person nominated by Kerry County Council to interview or examine applicants, will automatically disqualify the candidate for the position being sought.