Clerical Officer

Grade III Duties

Grade III General Duties

The general duties attached to the role of Grade III include:

● Assist the Line Manager in the day-to-day activities of administration in areas of reception, general office duties, trouble-shooting and prioritising workload where necessary.

● Proficiency in Microsoft Office and knowledge of office programmes including Word, Excel, PowerPoint and other IT systems/processes as required.

● Assist with organising events and activities attached to the relevant work area.

● Maintenance of records and filing systems both manual and electronic to effectively manage all information within a section.

● Manage records and information in relation to students and staff in the work area as appropriate.

● Maintain records including: spreadsheets, databases, information on management information that are accurate, reliable and available for departmental/organisational requirements and government audits.

● Ensure high quality customer service in dealing with the public in the relevant work area to include the general public/suppliers/learners/staff by responding to queries and providing information effectively and efficiently.

● Prepare and accurately maintain a variety of reports, statistics, records and files relating to students (FET/Post Primary) activities and manage the data using the designated IT platforms.

● Seek quotations and process orders through IT systems as required.

● Preparation of letters and forms as required throughout the year in a timely and efficient manner.

● Deal with queries from both internal and external stakeholders.

● Responding to emails, dealing effectively with routine telephone queries and taking accurate messages.

● Liaise and interact with the wider team including the Line Manager, Senior Management Team, Employees of Donegal Education and Training Board, Students (FET/Post Primary) and deal with their queries and assist where possible.

● Deal with queries from the general public and other relevant stakeholders and assist where possible.

● Be flexible and willing to readily respond to changing circumstances and expectations.

● Prepare Agendas, act as Minute Taker, and compile documents and correspondence for circulation as required.

● Develop and maintain up-to-date contact lists, registers or databases for relevant groups, employees, outside agencies and networks as appropriate.

● Collate and appropriately disseminate information relevant to the work of the Department to which the post holder is assigned.

● Prepare and issue information to Schools/Colleges/Centres and other agencies as may be required from time to time under the direction of the Line Manager.

● Keep such records, appropriate to the role, in accordance with Data Protection Policies and Procedures.

● Ensure that all enquiries, queries and requests for information received by the Department are dealt with efficiently and in a timely manner.

● Undertake any training relevant to the new work area as approved by the Line Manager.

● Work as part of a Team in the provision of a quality customer service.

● Assist in the process of undertaking quality assurance checks on aspects of the work of the Department to which the post holder is assigned.

● Assist in the preparation and review of a Works Manual.

● Other tasks and project work as required by the Head of Department to contribute to the achievement of the objectives of the division.

● To act on inter and intra division project teams from time to time.

● Any other task or duties relevant to the operation and smooth running of the centre which may be required from time to time by your Line Manager.

CITIZEN REQUIREMENT

Candidates should note that eligibility to compete for posts is open to citizens of the European Economic Area (EEA) or to non-EEA nationals with a valid work permit. The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein and Norway. Swiss citizens under EU agreements may also apply.

HEALTH & CHARACTER

Those under consideration for a position may, at the discretion of the employer, be required to complete a health and character declaration and a Garda Vetting form. References will be sought. Some posts may require special security clearance. In the event of potential conflicts of interest, candidates may not be considered for certain posts.

PERSONAL ATTRIBUTES

● Acts with professional integrity at all times

● Ability to use own initiative and know when to seek advice

● Takes direction and seeks clarity as required

● Has a friendly, approachable and caring disposition

● Ability to work well under pressure and to multi-task

● Ability to develop and maintain good working relationships

● Is confident, resilient and resourceful

● Self-motivated in seeking out new technologies to improve work processes

● Adaptable, resilient, capable and competent to carry out the role

● Has a positive, willing attitude in their approach to work-related tasks

SKILLS

● Works efficiently, delivers high standards of accuracy and displays attention to detail

● Excellent written and verbal communication skills

● Excellent administrative, organisational and time management skills

● Excellent IT skills with competencies in a range of IT systems

● Ability to prioritise, plan and organise tasks to meet tight deadlines

● Ability to operate multiple systems and focus on the tasks at hand

SPECIALIST KNOWLEDGE & EXPERTISE

● Experience of using IT systems for data entry and reporting

● Ability to troubleshoot and address issues in a timely manner

● Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, spreadsheets, Microsoft Office, 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

QUALIFICATIONS / EXPERIENCE

Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent

or

Have passed an examination at the appropriate level which can be assessed as being comparable to Leaving Certificate standard or equivalent, i.e. a full award at Level 5 or higher

or

Have appropriate relevant experience which encompasses equivalent skills and expertise

Desirable:

Have a minimum of two years administrative experience in an office environment within a business setting

COMPETENCIES

Competencies will be informed by best practice Public Appointment Service Competency Framework for the Irish Public Service.

Competencies attached to this role include:

● Teamwork

● Information Management / Processing

● Delivery of Results

● Customer Service & Communication Skills

● Specialist Knowledge, Expertise and Self Development

● Drive & Commitment to Public Service Values

OTHER REQUIREMENTS

Be at least 17 years of age on or before the date of advertisement of the Recruitment Competition.

Desirable:

Having a willingness to embrace the Irish Language.

Hours: 35 hours per week. This is a full-time position working 5 days per week.

Annual Leave: 22 days for newly recruited staff to Grade III

Salary: €31,119 - €48,425 (New Entrant Rate)