Clerical Officer, Baldoyle Training Centre

Job Summary

POST:

Clerical Officer

Nature of Employment:

Permanent Contract (35 hours per week Monday to Friday) in accordance with General Conditions of Employment.

Job Location:

Baldoyle Training Centre

The Organisation:

Dublin and Dun Laoghaire Education and Training Board is a statutory local education authority operating under the terms of the Education and Training Boards Act 2013. The Board provides mainstream educational programmes to schools and colleges as well as providing a wide range of adult and community programmes. The Board’s educational remit extends from Balbriggan in the north of the county to Lucan in the west, to Dun Laoghaire in the south.

Reporting to:

Centre Manager

Job Summary/ Purpose:

The Clerical Officer will assist in the provision of an efficient and customer focussed service.

WORKING CONDITIONS

Salary Scale :

€26,613 - €41,682 (new entrant salary scale)

Long service Increment, €43,246

Entry above the minimum will be determined by any previous, relevant Public Service experience.

General :

Salary is paid fortnightly. The Board operates a contributory group VHI scheme and flexible working hours.

Probation :

The probationary period will be six months. An officer of an ETB, Local Authority, Institute of Technology or Health Board who has already served a probationary period should not, on transfer or promotion, be required to serve a further probationary period.

Superannuation :

Membership of the ETB Superannuation Scheme and of the ETB’s Spouses and Children’s Scheme is automatic and compulsory.

Annual Leave :

22 days per annum. This leave is on the basis of a five day week and is exclusive of the usual public holidays.

Expenses:

The ETB does not pay expenses for the purpose of attending for interview or taking up employment.

Dublin and Dun Laoghaire Education and Training Board is an equal opportunity employer. Recruitment to posts within the Board is on the basis of qualifications and the ability to carry out the responsibilities of the grade or post.

Job Objectives

TASKS / DUTIES & RESPONSIBILITIES:

• Carry out general administrative duties of a clerical officer e.g. data inputting using internal IT systems, filing both electronic & manual, photocopying etc.
• Use of Information Technology packages to carry out role e.g. one drive, word processing, spreadsheets, data bases, email & internet
• Be responsible for the general administration and efficiency of an assigned area and to work as part of a team in delivering a service to DDLETB customers
• To maintain spreadsheets, databases, etc. to produce management information that is accurate and reliable that is available for departmental and organisational decision-making.
• Ensure a high quality customer service in dealing with information requests and queries made by staff/learners/public via telephone, email, or face-to-face.
• Provide regular relief Reception/Switchboard duties.
• Any other duties appropriate to the grade, which may be assigned from time to time.

Skills Required

ESSENTIAL REQUIREMENTS

• Leaving Certificate or a recognised equivalent examination.
• At least one year’s administrative experience in a modern office environment.
• An effective team player.
• High level of computer literacy (high skill level in the Microsoft Office suite) with good attention to detail essential.
• Excellent interpersonal and communication skills.
• Flexibility and reliability.
• Have the ability to prioritise and meet deadlines.
• Have excellent administrative, organisational and interpersonal skills.
• Well presented.

Clerical Officer Level Competencies (CO G3)

Effective Performance Indicators

Team work

• Shows respect for colleagues and co-workers

• Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate

• Offers own ideas and perspectives

• Understands own role in the team, making every effort to play his/her part

Information Management / Processing

• Approaches and delivers all work in a thorough and organised manner

• Follows procedures and protocols, understanding their value and the rationale behind them

• Keeps high quality records that are easy for others to understand

• Draws appropriate conclusions from information

• Suggests new ways of doing things better and more efficiently

• Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc

Delivery of Results

• Takes responsibility for work and sees it through to the appropriate next level

• Completes work in a timely manner

• Adapts quickly to new ways of doing things

• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes

• Writes with correct grammar and spelling and draws reasonable conclusions from written instructions

• Identifies and appreciates the urgency and importance of different tasks

• Demonstrates initiative and flexibility in ensuring work is delivered

• Is self reliant and uses judgment on when to ask manager or colleagues for guidance

Customer Service & Communication Skills

• Actively listens to others and tries to understand their perspectives/ requirements/ needs

• Understands the steps or processes that customers must go through and can clearly explain these

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

• Can be firm when necessary and communicate with confidence and authority

• Communicates clearly and fluently when speaking and in writing