Clerical Officer

Cavan County Council

Cavan County Council leads and collaborates with all to drive and shape a better future for our County and it is a progressive, dynamic and innovative local authority in Ireland. Cavan County Council employs over 500 employees across service divisions including housing and building; roads, transport and safety, water supply and sewerage, development management, environmental protection, recreation and amenity, agriculture and education and miscellaneous services.

A dynamic and ever evolving place to work with a stimulating and challenging work environment, Cavan County Council offers excellent career opportunities in a wide range of administrative, professional, creative, technical, and general services roles. Supported by continuous learning and development, a highly skilled workforce is central to delivering these objectives. In the heart of the scenic lakelands, Cavan is located less than two hours’ drive from Dublin, Belfast, and Galway and boasts an unrivalled quality of life.

THE COMPETITION:

The purpose of this recruitment campaign is to form a panel for Cavan County Council from which full-time, permanent and fixed-term contract posts may be filled at Clerical Officer Grade.

The Position

Clerical Officers make a valuable contribution to the provision of the Local Authority’s services. The Clerical Officer will work as part of a multidisciplinary team, assisting with the implementation of work programmes to achieve goals, targets and standards set out in Departmental and Team Development Plans. He/she will also be required to operate the Local Authority’s existing and future IT systems as part of their work.

As part of the Local Authority’s commitment to providing quality services to citizens, the Clerical Officer will assist in delivering a wide range of services across the organisation. Clerical Officers provide a point of contact for customers to carry out their business and access information about the Council’s services.

Duties & Responsibilities

The Clerical Officer is the entry-level administrative grade in Local Authorities (LA’s) in the country. Clerical Officers are deployed across a vast range of services throughout the organisation providing a vital role through a range of administrative duties. To become a Clerical Officer, one must demonstrate a good general educational standard and be efficient and customer focussed. The duties shall be such clerical/administrative and secretarial as may be assigned to the employee from time to time by the Local Authority.

The following is a non-exhaustive list of duties which may be assigned to a Clerical Officer:

·       Dealing with Public/Customers, including Public Counter/Reception Work

·       Word processing, spreadsheets, database, email and internet

·       Inputting and working with computer data.

·       Cashiering

·       General Clerical duties – filing, faxing, photocopying

·       Handling mail and correspondence including electronic correspondence.

·       Processing invoices and payroll for payment

·       Accounts – Purchasing, Creditors, Debtors.

·       Taking minutes of meetings

·       Drafting letters and reports

·       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, even when conducting routine/repetitive work.

·       Any other duties deemed appropriate.

QUALIFICATIONS FOR THE POST:

Character:

Each candidate must be of good character.

Health

Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Successful candidates will be required to undergo a medical examination carried out by the Council’s Occupational Medical advisor prior to appointment.

Education, training, experience, etc

Each candidate must, on the latest date for receipt of completed application forms –

(a) have obtained at least 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 Certification Vocational Programme. (At least Grade B in Foundation Level Mathematics and Grade C in Foundation Level Irish may be considered as equivalent to Grade D (or a Pass), in Higher or Ordinary Level, from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme).

or

(b) have passed an examination of at least equivalent standard.

or

(c) have had at least two years’ previous service in the office 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

(d) have satisfactory relevant experience which encompasses demonstrable equivalent skills.

Probation

The successful candidate shall be required to be on probation for an initial period, as determined by the Council. This period may be extended at the discretion of the Council.

Salary

Remuneration will be at the Clerical Officer of the national wage scales. The present minimum scale is €29,311 increasing to €46,445 per annum (including LSIs) with annual increments subject to satisfactory performance via PMDS. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Persons who are not serving local authority employees will be placed on the minimum of the scale.

Garda Vetting/Child Protection

Successful candidates will be subject to the Garda Vetting Procedures.

Annual Leave

The annual leave entitlement for this post will be 27 days per annum, rising to 29 days after 5 years’ service. Granting of annual leave, payment for annual leave and arrangement from public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997.

Working Hours

The post entails a wide range of duties which require maximum flexibility and will be based on a 35 hour week. The Council reserves the right to alter the hours of work from time to time.

Pension:

The Local Government Superannuation Scheme applies.

Acceptance of Offer of Employment

Cavan County Council shall require persons to whom appointments are offered to take up such appointments within a period of not more than one month and if they fail to take up the appointment within such period or such longer period as the local authority in its absolute discretion may determine, Cavan County Council shall not appoint them.

Competency Framework & Requirements:

Requirements:

Knowledge, Experience and Skills

The ideal candidate will demonstrate:

·     Knowledge and understanding of the functions of a local authority.

·     Understanding of the role of a Clerical Officer.

·     Relevant administrative experience and clerical skills.

·     Strong customer service ethos.

·     Experience of working as part of a team.

·     Knowledge and experience of operating ICT systems.

Competencies:

The ideal candidate will demonstrate the ability to:

Customer Focus

·  Take pride in the quality of service delivered and seeks to improve it.

·  Relate well to others and maintains positive working relationships.

·  Represent the organisation positively and professionally when dealing with members of the public and other stakeholders.

Planning and organising work

·     Deliver a high standard of service in line with work plans and schedules.

·     Manage time and workload effectively.

·     Take initiative when he or she sees the opportunity to make a contribution.

Personnel Effectiveness

·     Be open to taking on new challenges or responsibilities.

·     Be positively motivated to deliver a quality service.

·     Adopt a positive and constructive approach to work.

·     Bring enthusiasm and commitment to their role.

Communicating Effectively

·     Have effective written and verbal skills.

Team Work

·     Work as part of a team to ensure delivery of plans and schedules.

·     Have a strong team ethic of co-operation and mutual support.

COMMUNICATIONS:

Cavan County Council will contact you when necessary at each stage of the competition by phone, post or email. It is strongly recommended that you do not change your email address or mobile phone number in the course of this recruitment competition, as any email will be sent to the email address originally supplied on your application form.

It is important to note that the email address you provide when applying must be one that you can access at all times. The onus is on the applicant to inform the Human Resources Department of any change in postal address throughout the recruitment and selection campaign. This can be done by emailing:

The onus is also on each applicant to ensure that she/he is in receipt of all communication from the Cavan County Council. Cavan County Council does not accept responsibility for communications not accessed or received by an applicant.