Clerical Officer

Background

The Southeast HE/FE/Industry Cross-Border Alliance (SECBA) is a project aimed at improving the Southeast Region by addressing the skills gap between education and the needs of local industries. The initiative will focus on skills development through partnerships with Dundalk Institute of Technology (DkIT), Southern Regional College (SRC), Monaghan Institute, and Cavan Institute.

SECBA will create a strategy for skills development that matches both national and local government plans while focusing on the specific needs of industries in the area. The goal is to help people find jobs, support underrepresented groups, encourage innovation, and promote growth in local sectors, all while improving the movement of workers across borders. SECBA will also create a brand for employers to make sure their needs are met.

The project will focus on three key areas:

1.     Software Development: This part aims to improve skills in software development by using new technologies like AI, machine learning, and cloud computing. Educational programmes will be aligned across different countries to ensure high-quality training.

2.     Biopharmaceuticals: This will provide training in biotechnology processes, covering all stages of the industry.

3.     Business and Sport: This area will develop management skills needed in both business and sports. It will include workshops, practical training, and networking events that help connect participants with industry leaders.

Industry experts will help develop a strategy with clear actions for skills development and job security. The project will focus on training workers with the skills needed by businesses and help reduce the risks of job loss due to new technologies.

Educational Pathways: The programme will offer different levels of education to help people build their skills:

·       Return to Education (Level 4)

·       Fundamental Skills (Level 5)

·       Introductory Skills (Level 6)

·       Advanced Skills (Level 7-9)

·       Bridging 2+2

·       Work based learning degree(s)

Post Summary:

The successful candidate will

·       Support the rollout of a suite of PEACEPLUS programmes in accordance with the SECBA PEACEPLUS Grant Agreement.

·       Support a team of PEACEPLUS personnel to ensure that all targets are achieved as per the SECBA PEACEPLUS Grant Agreement.

·       Assist with the administration, reporting and monitoring of the financial budget ensuring that the programme runs within budgets and timeframe.

·       Support PEACEPLUS personnel to ensure procurement and communication requirements of the programme are adhered to and completed in a timely manner.

·       Contribute to the organisation of events, seminars, and training events relevant to the SECBA, its partners and other agencies.

·       Represent the relevant section/department at meetings, as required.

·       Support and assist with agreed financial administrative and governance procedures in line with all government circulars and local ETB policies and procedures.

·       Provide administrative services (i.e., general filing, internal and external correspondence, minute taking at meetings, timetabling of events, information sourcing).

·       Maintain and file all records relating to the SECBA Programme.

·       Prepare regular progress reports on the Implementation of the SECBA programmes as required by SEUPB and CMETB.

·       Any other duties and responsibilities as may be assigned from time to time by the Institute Director.

Selection Criteria - Qualifications and Experience:

Essential Criteria:

Applicants must have,

·       Excellent interpersonal and communication skills.

·       Good judgement, problem solving and analytical skills.

·       Good organisational skills and ability to manage/prioritise deadlines.

·       Good team morale, co-operation, and participation.

·       Ability to process work with a high level of attention to detail.

·       The ability to work on his/her own initiative and as part of a team.

·       Confidentiality and discretion is expected.

Desirable Criteria:

Applicants should possess,

·       Third level degree and or experience working in the sector.

·       A high level of experience together with knowledge of the administrative function, including budget management.

·       Full driver’s license with access to own transport.

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.

·       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.

Competencies required:

The person appointed to the PEACEPLUS Programme - Grade III Clerical Officer position will be required to show evidence of the following 6 competencies in their application form.

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, persevering in the face of challenges and setbacks.

·       Is personally honest and trustworthy.

·       At all times, act with integrity.

Shortlisting

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

During any shortlisting exercise that may be employed, CMETB examines the application forms and assesses them against criteria based on the requirements of the position. It is therefore in the candidates' own interests to provide a detailed and accurate account of qualifications and experience in their application form. Additional data is not accepted after the 12-noon deadline.

No late applications accepted and, no CVs accepted.

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.

Remuneration

Based on Grade III Salary Scale (€31,935-€49,415)