Clerical Officer

New appointees to any grade start at the minimum point of the scale.   Incremental credit will be applied for recognised relevant service in Ireland and abroad.  Incremental credit is normally granted on appointment, in respect of previous experience in the Civil service, local authorities, health service and other public service bodies and statutory agencies.

Salary pro rata if applicable .

FUNCTION

The Clerical staff Grade IV will be responsible for providing an effective and efficient administrative support to Senior and local Managers, the Multi Disciplinary Team and Maintenance along with providing cover for the Clerical Team in times of absences/annual leave. This post requires a high level of flexibility and co-ordination whilst maintaining a courteous and caring service to all persons availing of the service and in keeping with the Ethos and values of Avista

DUTIES AND RESPONSIBILITIES

1.                To undertake all duties in a competent, confidential, courteous and professional manner.

2.                Excellent knowledge and use of Microsoft suite of systems including Teams and Excel.

3.                To discharge a range of Administrative duties including minute taking, preparation of documents , PowerPoint presentations , booklets , collation of documentation, data gathering and distribution of information.

4.                Maintain diary bookings and ensure that meetings are booked into the appropriate medium – online or in person.

5.                To set up meetings, prepare agendas and minutes, track and oversee actions as required.

6.                To manage correspondence, prioritise, redirect and file or archive as appropriate.

7.                To effectively handle queries directed to the office, ie from parents, external agencies , hospitals , schools ,GP’S,PHN’s.assessing , recording and passing on queries ensuring that they are dealt with in a sensitive and timely manner and responses recorded.

8.                Preparing for meetings, ensuring all information’s required at meetings are available to the Service manager / chair of the meeting.

9.                Maintain and hold records and schedules for audits and action plans for the Service including HIQA Actions plans.

10.             Maintaining a filing system and ensure all correspondence and service users records are filed and up to date either in manual or electronic format as required. Photocopying documentation as may be required. Ensure records are archived appropriately with appropriate labelling.

11.             Uploading all data as required onto the ECRS system in a timely manner.

12.             Maintain Training records for the various staff across the Service.

13.             Collate and maintain statistics from various aspects of the Service.

14.             Notifying the data administrator in Central management of any errors in the system.

15.             Utilise and manage online diary system for Service Manager.

To maintain a complete and up to date register of all Service Users , tracking all new referrals, transfers and discharges.

16.             To provide secretarial support

17.             To provide direct clerical support to the service manager as required.

18.             Responsible for incoming post and ensuring all outgoing post is stamped and posted.

19.             Order and manage use of petty cash ensuring that accurate records are maintained for all petty cash expenditure

20.             Undertaking monthly stationery stocks and purchasing stationery and office furniture, equipment and supplies as may be required for the service.

21.             Providing training to team members as required on navigating shared folders, Microsoft office, ECRS .

22.             Reporting any problems, faults particularly in respect of equipment particularly the photocopier to the relevant company in order that repairs can be completed in a prompt manner.

23.             Become involved in processing of referrals and databases across the service as required.

24.             Being aware of emergency procedures and ensure that the health and safety policy of the service is strictly adhered to.

25.             Cross covering for other members of secretarial staff in the service as appropriate for leave, which may involve being temporarily based at other locations

26.             Ensure good working relationships with colleagues at all times.

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

28.             Participate in Service Annual performance Review System.

29.             Maintain a high standard of work performance attendance, appearance and punctuality at all times.

30.             Maintaining a high standard of confidentiality at all times in relation to all aspects of the work.

31.             To have an excellent knowledge of Avista policies and procedures.

32.             To present and act in a professional manner at all times and to ensure that colleagues do likewise.

33.             To assume responsibility for his/her own professional development.

34.             To ensure a safe environment for himself/herself, colleagues and visitors.

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 while in office. This Job Description is not intended to be exhaustive but should be regarded as providing guidelines within which individuals work.

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