Clerical Officer

Citizenship Requirements:

Eligible Candidates must 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 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.

*Please note that a 50 TEU visa, which is a replacement for Stamp 4EUFAM after Brexit, is acceptable as a Stamp 4 equivalent. 

Job Purpose:

Reporting to the CORU Communications Manager, the postholder plays a key role in supporting the effective day-to-day operation of the CORU office and Corporate Services Department, contributing to a professional, efficient and welcoming workplace environment. Acting as a central point of contact for staff and external stakeholders, the postholder will facilitate effective communication, ensure a consistently high standard of customer service, and support the smooth coordination of office activities.

The role focuses on the provision of high-quality administrative support services in the Communications unit, alongside office coordination and delivery of front of house services. The role supports the work of the organisation by providing administrative support to the Corporate Services Department alongside supporting facilities tasks across the organisation including reception duties, post, facilitation of contractor access and reporting any facilities issues to the Facilities Manager.

The job requires strong attention to detail, be flexible, agile, and work to tight deadlines in a busy office environment. While this job is demanding and challenging, it is also rewarding in helping keep the organisation running smoothly and efficiently, allowing CORU to progress the protection of the public, by establishing the registration of health and social care professionals.

Key Activities:

Front of House

·        Act as the first point of contact on CORU reception for all visitors and stakeholders

·        Deliver a professional, welcoming and responsive reception service

·        Monitor and answer the main phone line, dealing with stakeholder and applicant queries and providing clear information and providing guidance in line with organisational services and processes

·        Handle queries and complaints with professionalism, ensuring high customer service standards

·        Support coordination of office facilities such as reporting issues around the office to facilities, helping with deliveries and meeting set up, etc

·        Maintain kitchen facilities including monitoring of stocks and cleaning of equipment where required

·        Assist with Health & Safety implementation and participate as part of the Fire Warden team.

·        Support office security processes (visitor access and pass management)

Communications

·        Monitor and respond to routine customer enquiries and complaints whilst providing quality customer service

·        Monitor shared mailboxes ensuring correspondence is prioritised, actioned, and handled efficiently or redirected / escalated where appropriate in a timely and organised manner

·        Prepare general correspondence, notifications and publications

·        Design and prepare promotional materials as required

·        Assist in production of corporate publications, correspondence, documentation

·        Assist in production of Annual Reports, Corporate Plans, internal and external communication, policies and publications

·        Assist with research to inform policy and procedures

·        Provide assistance as required with events including preparation of correspondence, sourcing venue quotes, notifications, publications and promotional materials

General

·        Provide general clerical/administrative support drafting general correspondence, handling phone and email correspondence, filing, photocopying, scanning

·        Draft correspondence, reports, business cases, spreadsheets, database reports and any other information as required

·        Record accurate minutes/action lists to a high standard when required

·        Maintain effective and accurate filing, tracking and records management systems in accordance with CORU policies and procedures

·        Carry out tasks within required timeframes and support effective decision-making

·        Manage information and records in accordance with data protection policies and maintain a high level of confidentiality

·        Ensure confidentiality at all times

·        Work collaboratively as part of the Corporate Services Unit, participating fully in team meetings/initiatives, supporting line managers/colleagues and the delivery of the Corporate Service Unit’s objectives

·        Participate fully in any cross functional training initiatives as required

·        Proactively identify new methods to make daily operations and processes more efficient and robust

·        Be familiar with and comply with relevant legislation, policies and procedures

·        Represent CORU professionally at all times

·        Carry out any other tasks as may be assigned by the Head of Corporate Services, Communications Manager, Facilities Manager or designated person.

Full training of the role will be provided.

Essential Qualifications:

• Educated to leaving certificate level (or equivalent)

Desirable Experience:

·        One-year relevant administrative experience

Essential Skills/Characteristics:

• Excellent attention to detail
• Excellent interpersonal and communication skills
• Able to manage a variety of administrative tasks and respond to changing priorities in a busy office environment.
• Maintains a courteous, professional and approachable manner at all times, including when dealing with queries or challenges.
• Proven organisational skills and ability to work towards tight deadlines
• Ability to effectively manage and prioritise workloads
• Adaptability and flexibility are important
• Demonstrable customer service skills
• Ability to work with confidentiality and discretion to a high degree is expected
• A thorough knowledge and understanding of office processes and equipment PC proficiency is vital

This job description is intended as a basic guide to the scope and responsibilities of the position; it is subject to regular review and amendment as necessary.

Salary for the roles will be based on the Civil Service Clerical Officer scale €31,921 to €50,030 (16 point scale & 2 long service increments).