Clerical Officer

POSITION: Grade III – Clerical Officer The area of initial responsibility may change over time in line with the requirements of CMETB. Appointments will be to the CMETB Scheme

REPORTING: The Grade III reports to the CE, Director, and the Relevant Head of Department

POST SUMMARY: • The successful candidate will have responsibility, under general direction, for coordinating the efficient day-to-day work in their functional area, within CMETB. Ensuring targets and service levels are achieved and, work undertaken, or information being provided, is accurate and in compliance with Legislation, Department Circular Letters, best practice guidelines and internal procedures. • Overall responsibility for the preparation and timely submission of required reports. • Maintain and efficient and effective filing system, to ensure any and all data, records or required information, is readily available. • Ensuring deadlines are met and service levels are maintained. • Carrying out a range of administrative tasks including photocopying, letters / document preparation, presentations for public circulation, filing, meeting schedules, recording and distributing internal/external mail. • Reporting and providing information within functional areas as required from time-totime by the Department of Education and Education and Training Boards Ireland etc. • Assisting with projects relating to the work of the particular work area and any other duties as directed by the relevant section/Department head.

• Undertake special / one-off tasks. • Assist in the development of improved working practices in order to achieve improved service delivery. • Participate in all for a / groups in which they are a member or are assigned. • Carry out lawful duties of the Chief Executive. • Ensure efficient administration and communication in relation to CMETB staff, ensuring staff have the required information, to enable them to formulate informed decisions. • Deal sensitively with electronic/paper correspondence, telephone enquiries, personal callers on all areas of work covered by the section. This involves contact with all interested parties as necessary, while maintaining a high degree of confidentiality in all aspects of work. • Promote teamwork within the section while maintaining a strong focus on selfdevelopment, seeking feedback, coaching, and creating further opportunities for selfdevelopment. • Undertake the relevant training and development activities and respond positively to new and alternative systems. • Assist in effectively promoting the values of CMETB. Establishing a positive working culture and environment for all employees which supports the attainment of CMETBs goals. • Communicate effectively and build productive working relationships with relevant internal / external stakeholders. • Represent the relevant Section/Department at meetings, as required. • Research issues thoroughly, consult appropriately, to gather all information required on a given issue. • Carry out any other duties appropriate to the grade, which may be assigned from time to time.

** This Job Description is intended as a guide to the general range of duties of a Grade III Clerical Officer. It not intended to be definitive or restrictive and will be reviewed from time to time.

SELECTION CRITERIA - QUALIFICATIONS AND EXPERIENCE: ESSENTIAL CRITERIA: Applicants must, • Have the requisite knowledge, skills and competencies to carry out the role. • Be capable and competent of fulfilling the role to a high standard. • Have obtained at least Grade D3 in five subjects in the Leaving Certificate examination (higher / ordinary / applied / Vocational programmes) or equivalent OR, have passed an examination at the appropriate level within the QQI qualification framework which can be assessed as being a comparable to Leaving Certificate standard / equivalent / higher/have appropriate relevant experience which encompasses equivalent skills and expertise. • Be at least 17 years of age on/before the closing date of this advertisement.

DESIRABLE CRITERIA: Applicants should possess, • A high level of experience together with knowledge of the administrative function. • An excellent knowledge and skill in the use of ICT. The appointee will be expected to use new technologies as they arise. The appointee is also expected to continue their own knowledge and skills in the area of ICT. • Good judgement, problem solving and analytical skills. • Good organisational skills and ability to manage/prioritise deadlines. • Ability to generate strong team morale, co-operation and participation. • Ability to process work with a high level of attention to detail.

Applicants should also, • Demonstrate enthusiasm for new developments, changing work practices and strive to implement the changes effectively. • Maximise the contribution to the team, providing support and working effectively with colleagues. • Assists in effectively promoting the values of CMETB and establishes a positive working culture and environment in an organisation, undergoing significant organisational and cultural change. • Uphold high standards of honesty, ethics, and integrity.

The above lists are not exhaustive and may be varied having regard to the changing needs of Cavan and Monaghan Education and Training Board scheme. Therefore, other responsibilities may be assigned from time to time by the Chief Executive.

SHORTLISTING: Shortlisting will take place on the basis, of the information provided in the application form.

THE SELECTION PROCESS MAY INCLUDE: • Shortlisting of candidates on the basis, of the information contained in their application • Qualifying preliminary interview • A presentation

THE SELECTION PROCESS WILL INCLUDE: • A competitive interview • Reference checking • Completion of a satisfactory pre-employment medical assessment

COMPETENCIES REQUIRED: The person appointed to a Grade III Clerical Officer position will be required to show evidence of the following 6 competencies:

TEAMWORK: • 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 judgement on when to ask manager or colleagues for guidance.

CUSTOMER SERVICE AND 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.

SPECIALIST KNOWLEDGE, EXPERTISE AND SELF DEVELOPMENT: • Develops and maintains the skills and expertise required to perform in the role effectively, e.g., relevant technologies, IT systems, relevant policies etc. • Clearly understands the role, objectives, and targets and how they fit into the work of the unit. • Is committed to self-development and continuously seeks to improve personal performance.

DRIVE AND COMMITMENT TO PUBLIC SERVICE VALUES: • Consistently strives to perform at a high level and deliver a quality service. • Serves the Government and people of Ireland. • Is thorough and conscientious, even if work is routine. • Is enthusiastic and resilient, preserving in the face of challenges and setbacks. • Is personally honest and trustworthy. • At all times, act with integrity. SALARY SCALE €27,896 to €44,861 plus pension entitlement