Clerical Officer

1. The Position

The Council is seeking applications from suitably qualified candidates with relevant experience for the position of Clerical Officer. It is proposed to form a panel of qualified candidates from which vacancies, both permanent and temporary, will be filled during the lifetime of the panel. The person appointed will, under the direction and control of the Staff Officer/Senior Staff Officer or other officer designated by the Chief Executive, perform a range of duties and responsibilities.

2. Roles, Duties & Responsibilities

Clerical Officers work across a number of sections throughout the organisation providing an important role through a range of administrative duties. The duties shall be such clerical/administrative and secretarial as may be assigned to the employee from time to time by Donegal County Council.

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

• Demonstrate a customer focus and be respectful, courteous, and professional when assisting customers and colleagues.

• Office administration duties including filing, faxing, photocopying, drafting letters/reports.

• IT Skills (e.g., word processing, spreadsheets, databases, email, and internet).

• Cashiering.

• Handling mail and correspondence including electronic correspondence.

• Financial skills (e.g., processing invoices).

• Such other duties as may be assigned from time to time.

Official Languages (Amendment) Acts, 2021 To meet statutory obligations, a satisfactory competence in the Irish language is deemed essential for appointment/assignment/re-assignment to Gaeltacht-based offices and offices serving Gaeltacht areas. Competence must be at a level where one can operate through the medium of Irish and provide services to the public in Irish, as per the provisions of the Official Languages (Amendment) Acts, 2021. An assessment of this competence may form an integral part of the recruitment and selection process.

3. Qualifications & Requirements of the Post

(a) Character: Candidates shall be of good character.

(b) 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.

(c) Education, Training, Experience, etc.: Each candidate must, on the latest date for receipt of completed applications: (i) have obtained at least Grade D, in Higher or Ordinary Level in five subjects from the approved list of subjects in the Dept of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme; OR (ii) have passed an examination of at least equivalent standard; OR (iii) have had at least two years previous service in a permanent and pensionable 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 (iv) have satisfactory relevant experience which encompasses demonstrable equivalent skills.

(d) Core Competencies

i. Customer Focused:

• Be respectful, courteous, and professional when assisting customers.

• Understand customer needs and expectations and act on these appropriately.

• Be willing to represent the Local Authority positively through prompt and efficient service.

ii. Excellent Organisation Skills:

• Experience in office administration including filing, faxing, photocopying, drafting letters/reports.

• High level of attention to detail.

• Ability to work effectively to tight deadlines.

• Compliance with various Council policies/standards as required.

• Effective verbal and written communication skills.

• Ability to prioritise work and generate effective solutions.

• Capacity to work autonomously.

• Demonstrate commitment to the role and delivery of a high-quality service.

iii. Knowledge and Experience of Operating ICT & Financial Systems:

• Good practical application of ICT skills.

• Ability to use various ICT packages/systems.

• Proficient with new technologies.

• Ability to deal with accounts, invoices, and financial systems.

iv. An Effective Team Player:

• Maintain effective working relationships internally and externally.

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

• Engage appropriately and effectively with customers and colleagues.

• Demonstrate initiative and a willingness to learn new skills.

• Be flexible and adaptable in approach to work.

v. Personal Effectiveness:

• Knowledge of Local Government and the Council generally.

• Awareness of key topical and priority issues.

• Maintain a positive, constructive, and enthusiastic attitude to the role.

• Personal motivation – strives to perform at a higher level.

4. Particulars of the Post

(a) General: Donegal County Council proposes to create a panel of qualified candidates for the position of Clerical Officer from which it will fill any vacancy that may arise.

(b) 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.

(c) Remuneration: The current annual pay scale is €31,619 minimum to max LSI2 €48,924 (as per Circular EL 02/2026). Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular. New entrants will commence on the minimum point of the scale.

(d) Base: The base for the post of Clerical Officer shall be determined by the Council and will depend on the particular area and service to which the post holder is assigned. The role may involve some travel, including overnight stays, with associated costs covered by the appropriate allowances.

(e) Residence: Holders of the post shall reside in the district in which their duties are to be performed or within a reasonable distance thereof.

(f) Working Hours / Annual Leave: Normal hours of work will be 35 hours per week. The Council reserves the right to alter the hours of work from time to time. Annual leave allowance will be in accordance with Circular LG(P) 07/2011. Entitlement is 27-29 days (after 5 years service).

(g) Requirement to Drive: Candidates may be required to:

• Possess a full current category B Driving Licence.

• Have their own vehicle available for use while performing their duties, with associated costs covered by the appropriate allowances.

(h) Citizenship Requirements: Eligible candidates must be, on the latest date for receipt of completed application forms:

• A citizen of the European Economic Area (EEA), consisting of EU Member States, Iceland, Liechtenstein, and Norway; OR

• A citizen of the United Kingdom; OR

• A citizen of Switzerland pursuant to the EU-Switzerland agreement on free movement; OR

• A non-EEA citizen who is a spouse or child of an EEA/UK/Swiss citizen with a Stamp 4 visa; OR

• A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State through family reunification, with a Stamp 4 visa; OR

• A non-EEA citizen who is a parent of a dependent child who is an EEA/UK/Swiss citizen and resident, with a Stamp 4 visa.

(i) Conflicts of Interest: The post holder shall not engage in any gainful occupation outside of the Local Authority to such an extent as to impair performance of their duties or conflict with the interests of the Local Authority.

(j) Garda Vetting: Candidates may be subject to Garda Vetting. A satisfactory disclosure is required prior to appointment. If a case is pending, appointment cannot proceed at that time but the candidate will retain their position on the panel.

5. Recruitment Process

A. Application Form:

• Applications must be made on the official online application form and all sections fully completed.

• Do not submit a CV. Only information in the online form will be considered.

• Applications must be received by the deadline specified.

B. Shortlisting & Interview:

• Candidates may be short-listed based on supplied information.

• An Expert Panel will assess forms against predetermined criteria.

• Only candidates likely to meet the interview standard will be called. Interviews may be scheduled soon after the closing date.

C. Right to Information and Review - # CO 001:

• Candidates may request review of decisions in writing within five working days of notification.

D. Confidentiality: Applications will be treated in strict confidence under the Freedom of Information Act 2014.

E. Other: Appointments are subject to satisfactory references, qualifications, medical examinations, and Garda Vetting.

F. Canvassing Will Disqualify: Any attempt to influence Council officers or interviewers will automatically disqualify the applicant.

G. General Data Protection Regulation:

• Donegal County Council complies with the Data Protection Acts 1988-2018 and GDPR.

• Personal information is processed solely for recruitment purposes and may be shared internally for shortlisting and interview boards.

• Information will be retained for two years. Non-progressed applications will be destroyed.

• The Council’s Privacy Statement is available at www.donegalcoco.ie