Clerical Officer

THE ROLE

A Clerical Officer is the entry grade in a five-tier administrative structure within Carlow County Council ranging through to Assistant Staff Officer, Staff Officer, Senior Staff Officer and Administrative Officer. Clerical Officers work as part of a multi-disciplinary team to provide administrative support and customer service across the broad range of local authority front line as well as internal services. Clerical Officers make a valuable contribution assisting with the implementation of work programmes to achieve goals, targets and standards and delivering quality service to internal and externals customers. The successful candidate will therefore require excellent administrative, ICT and communications skills.

The Clerical Officer will normally work under the direction and management of a Staff Officer, Senior Staff Officer or Administrative Officer which comprise the line management grades and may from time to time be required to deputise for an Assistant Staff Officer or other administrative grade and successful applicants must be willing to take on this challenge. The ideal candidate will also be a highly motivated person, with a strong sense of commitment to delivering quality public services and shall demonstrate a clear knowledge and understanding of:

• Local authority services, its key customers and relationships with other agencies and organisations

• Role of the Elected Member

• Current local government issues

• Public service values and integrity

The ideal candidate should also have:

• A proven track record of administration and clerical work

• Proficiency in keyboard skills, knowledge of IT systems and standard office software packages

• Customer service experience/ethos

• Effective communication and interpersonal skills

• Effective organisational skills with the ability to plan, organise and prioritise work effectively and meet established timelines

• An ability to work effectively within a team to achieve a common goal, ensuring standards are adhered to and maintained

• An ability to act on own initiative, be self-motivated and be flexible in their approach to work

• An ability to work under pressure to tight deadlines

• An ability to undertake work requiring accuracy and attention to detail

• An understanding of the importance of confidentiality and the ability to deal with sensitive or confidential information in a discreet manner

• An ability to take direction

QUALIFICATIONS

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). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

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.

Candidates shall:

have obtained at least a 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

have passed an examination of at least equivalent standard,

or

have had at least two years previous service in a post 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

have satisfactory relevant experience which encompasses demonstrable equivalent skills

It is essential that holders of the post hold a full unendorsed driving licence for class B vehicles.

COMPLETING A COMPETENCY BASED APPLICATION FORM

A Competency Based Application Form requires, you, as the candidate, to describe some of your personal achievements to date, to demonstrate certain competencies (necessary skills & qualities) required for the position you are applying for. All question areas must be answered, as you will be questioned on all areas should you be called for interview.

You should describe situation(s) from your own experience, which you think is the best example(s) of what you have done which demonstrates the specific competency. It is essential that you describe how you demonstrated the skill or quality in question. The example(s) may be drawn from your experience in various settings, including employment, community, sporting or voluntary. Please do not use the same example to illustrate your answer to more than two areas of competence. Please note the interview board may look for additional examples of where you demonstrated the skills required for the post.

Key Competencies for the post have been identified as essential for the role of Clerical Officer as follows:

Information Management & Processing:

• Organisational skills

• Ability to understand and adhere to procedures and processes

• Demonstrates proficiency in the use of Information Technology

• Collating date and information processing

• Analytical and reporting skills

Team Working:

• Inter-personal skills and ability to communicate effectively with a wide range of stakeholders

• Develop and maintain good working relationships within their team

• Demonstrate dignity and respect for their colleagues

• Understand own role and personal contribution within the team, offers own ideas and perspectives

Delivering Results:

• Take responsibility for delivering quality work in a timely manner

• Assess and prioritise workloads ensuring accuracy and high standard in work delivered

• Flexibility in approach to work and open to taking on new challenges or responsibilities

• Adapt quickly to change and new ways of doing things

• Use initiative and self-motivate when required

Customer Service & Communications Skills:

• Communicate clearly, is respectful, courteous and professional, remaining composed, even in challenging circumstances

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

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

• Demonstrate positive customer service attitude

Personal Effectiveness:

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

• Commitment to self-development and improving skills and knowledge base

• Strives to perform at a higher level and is enthusiastic and energetic about the role

• Acts with honesty and integrity

• Treats others in a fair and consistent manner

PARTICULARS OF EMPLOYMENT

The Post:

The temporary posts are whole-time and pensionable. The post holder shall not engage in any gainful occupation, other than as an employee of a local authority, to such an extent as to impair the performance of his or her duties as an employee of a local authority or in any occupation which might conflict with the interests of the local authority, or which might be inconsistent with the discharge of his/her duties as a local authority employee.

Hours of Duty:

The working hours at present provide for a five day, thirty-five hour working week. The working hours may be reviewed at any time and the Council reserves the right to vary the hours or days as required. The post may require flexibility in working outside of normal hours, including at weekends, as necessary.

Carlow County Council operate a flexible time scheme with the earliest start time of 8.00 a.m. and latest start time of 10.00 a.m. and the earliest finishing time of 16.00 p.m. and latest finishing time of 18.00 p.m. Lunch break consisting of a minimum of 30 minutes to a maximum of 2 hours must be taken between 12.30 p.m. and 14.30 p.m. The Flexi Leave Scheme is available, on request. There may be a requirement to work additional hours from time to time, no additional remuneration will be paid in respect of such activities and Time in Lieu on a time for time basis will apply. Overtime does not apply to this post. All hours of work will be subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997 and the Organisation of Working Time Act (Regulations) 2001.

Work Base:

Carlow County Council reserves the right to assign you to any department or premises in use by the Council, now or in the future. Changes in location of employment will not result in payment of disturbance money or other compensation. The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

Remuneration:

The annual salary for the post of Clerical Officer in accordance with Circular Letter EL 04/2026 is as follows:

€31,935 - €33,702 - €34,140 – €35,021 – €36,312 – €37,603 – €38,895 - €39,833 - €40,897 - €42,128 - €43,004 - €44,227 - €45,456 - €47,770 - LSI1 €49,413

Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circulars. The starting pay for new entrants to the public service will be at the minimum of the scale. The salary shall be fully inclusive and shall be as determined from time to time. The rate of remuneration may be adjusted from time to time in line with Government pay policy. The holder of the position shall pay to the Local Authority any fees or other monies (other than inclusive salary) payable to or received by such holder by virtue of the position or in respect of services, which are required by or under any enactment to perform.

Probation:

Where persons who are not already permanent employees of a local authority are appointed, the following provisions shall apply:

(a) there shall be a period after such appointment takes effect during which such persons shall hold such position on probation,

(b) such period shall be one year, but the Chief Executive may at his or her discretion extend such period,

(c) such persons shall cease to hold such position at the end of the period of probation unless during such period the Chief Executive has certified that the service of such persons is satisfactory,

(d) the period at (a) above may be terminated on giving one week’s notice as per the Minimum Notice and Terms of Employment Acts,

(e) there will be assessments during the probationary period.

Health:

For the purposes of satisfying the requirement as to health it will be necessary for each successful candidate, before he/she is appointed, to undergo a medical examination by a qualified medical practitioner to be nominated by the local authority.

Residence:

The holder of the office shall reside in the district in which his/her duties are to be performed or within a reasonable distance, thereof.

Duties:

The duties of the office are to give to the local authority and

(a) to such other local authorities or bodies for which the Chief Executive, for the purposes of the City and County Management Acts, is Chief Executive, and

(b) to any other local authority or body with which an agreement has been made by the local authority or by any of the authorities or bodies mentioned in sub-paragraph (a) of this paragraph

under the general direction and control of the Chief Executive or of such other officer as the Chief Executive may from time to time determine, such appropriate professional/technical and ancillary services of an advisory, supervisory or executive nature as may be required by any local authority or body hereinbefore mentioned in the exercise and performance of any of its powers, functions and duties, including the duty of servicing all committees that may be established by any such local authority or body. The holder of the office will, if required, act for an officer of a higher level.

The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

• Providing clerical and administrative support within any division of the Council or its Municipal District operations

• Working as part of a team in the delivery of services

• Communicating and provide information in a professional and courteous manner to elected members and customers through face-to-face interaction, by telephone and email

• Providing the highest quality standards in customer service at all times

• Using Information Technology on a daily basis including standard office packages and financial management systems

• Maintaining high quality records in a thorough and organised manner

• Checking all work thoroughly to ensure it is completed to a high standard

• Carrying out routine accounts work

• Approaching work in a careful and methodical manner, displaying accuracy at all times

• Creating and maintain any records, reports and returns as required

• Ensuring compliance with organisational policies and procedures

• Organising and facilitating internal and external meetings

• Completing all essential training successfully

• Participating in the Performance Management Development System

• Liaising with and responding to other local authorities, government departments and statutory agencies where required

• Carrying out duties in a politically neutral and impartial manner that enhances public trust and confidence in the local authority decision making process

• Acting or deputising for more senior personnel in their absence when required

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

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.

Annual Leave:

The current annual leave entitlement is 27 days increasing to 29 days after 5 years’ service. The granting of annual leave, payment for annual leave and arrangement for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended).

Sick Leave:

The terms of the Public Service Sick Pay Scheme will prevail.

References:

Applicants are required to advise the names of two responsible persons to whom they are well known but not related (at least one of the referees should be an existing or former employer).

In advance of any offer of employment, Carlow County Council reserves the right to seek both written and verbal references from current and previous employers, educational institutions, or any other organisations with which the candidate has been associated. The Council reserves the right to determine the merit, appropriateness and relevance of such references and referees.