Clerical Officer

Who we are:

The Eastern and Midland Regional Assembly was established under Local Government Reform Act 2014 and has a statutory role in the regional government structure for the 12 Eastern and Midland local authorities. The main roles of the Assembly are to:

Participate in the design and delivery of EU funding programmes, notably the EU Just Transition Fund

Prepare, adopt and implement the Regional Spatial and Economic Strategies (RSES)

Identify, participate and co-ordinate EU projects

Support the national delegation to the Committee of the Regions (CoR)

Oversee and support the Irish Regions European Office (IREO) in Brussels

Support the work of the National Oversight and Audit Commission

The Eastern and Midland Regional Assembly is currently inviting applications from suitably qualified persons for the post of Clerical Officer (Grade III). Following the interview process, a panel for the post of Clerical Officer will be formed, from which future permanent and temporary vacancies may be filled subject to sanction approval from the Department of Housing, Local Government and Heritage. These panels will exist for one year and may be extended for a further period of one year at the discretion of the Director. Suitably qualified persons are invited to apply for inclusion on this panel.

The Role:

Clerical Officers make a valuable contribution to the provision of the Eastern and Midland Regional Assembly’s services. The Clerical Officer will work as part of a multidisciplinary team, assisting with (but not limited to) the implementation of the EU Just Transition Programme to achieve goals, targets and standards set out in Departmental Circulars, and in regulations governing the Programme. The successful candidate will also be required to operate the Assembly’s existing and future IT systems as part of their work. Clerical Officers provide a point of contact for colleagues and stakeholders to carry out their business and access information about the Assembly’s services.

The successful candidate will be based in the Eastern and Midland Regional Assembly offices in Ballymun, Dublin 9.

Key duties and responsibilities:

• Assist in the day-to-day workings of the office: administration, corporate functions, HR procedures and financial processes.

• Perform general clerical duties, maintain high-quality records in a thorough and organised manner, Prepare reports, correspondence and other documents as necessary.

• Carrying out routine accounts work.

• Organise meetings, include note taking and drafting agendas and minutes.

• Provide administrative support to the Managing Authority team to ensure delivery of the EU Just Transition Fund, assist with the administration of key EMRA projects, including EU projects.

• Deputise for other officers of the Regional Assembly, when required.

• Other duties that may be assigned to the officer from time to time.

Eligibility

Character

Each candidate must be of good character.

Health

Each candidate shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Education, training, experience, etc.

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

(i) 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 Certificate Vocational Programme.

Or

(ii) Have passed an examination of at least equivalent standard.

Or

(iii) Have had at least two year’s previous service in an 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.

Qualifications obtained outside of Ireland must be accompanied by a comparability statement from Quality and Qualifications Ireland (QQI) confirming their equivalence to the Irish National Framework of Qualifications (NFQ). Where the qualification documentation is not in English, a certified translation must also be provided.

The ideal candidate will demonstrate:

• Knowledge and understanding of the functions of a Regional Assembly and local authorities and relevant experience.

• Ability to demonstrate capacity in the competency areas of Planning and organising work, Communicating effectively, Teamwork and Personal effectiveness.

• Understanding of the role of a Clerical Officer.

• Relevant administrative experience and clerical skills.

• Experience of working as part of a team.

• Knowledge and experience of operating ICT systems, including standard office software packages.

Key Competencies

Candidates will have to demonstrate from their application form to the satisfaction of a short-listing board that they possess sufficient skills and experience in the competencies listed below in order to be called for interview. Candidates called for interview will be assessed at the interview under the four competencies listed on the application form using some/all of the following indicators within each competency:

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.

• Prioritises workloads and generates effective solutions.

Communicate effectively

• Have effective written and verbal skills.

• Has good interpersonal skills.

• Is respectful, courteous, and professional and remains composed even in challenging situations.

• Actively listens and tries to understand needs and perspectives of others.

Teamwork

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

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

• Prioritises workloads and generates effective solutions.

Personal 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.

Please note: Candidates will be assessed at the interview stage under the four competencies listed above in addition to Relevant Experience, Local Government Knowledge and Understanding.

Terms and Conditions

1. The Post

The post is whole-time and permanent.

2. Probation

There will be a six-month probation period from the date of employment, which may be extended at the discretion of the Director.

3. Superannuation

A. Officers joining the Public Service after the 1st of January 2013 will be required to join the Single Public Service Pension Scheme. A Class rate of PRSI contribution will apply. A rate of 3% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the rate of State Pension Contributory (SPC). This includes a contribution to a Spouse’s and Children’s Scheme.

OR

B. Officers who became pensionable officers of the Public Service prior to 1st January 2013 and who are liable to pay the Class A rate of PRSI contribution will be required to contribute at a rate of 1.5% of their pensionable remuneration plus 3.5% of the net pensionable remuneration (i.e. pensionable remuneration less twice the rate of State Pension Contributory (SPC). You will be required to contribute at a rate of 1.5% of your pensionable remuneration to the Spouses & Children’s Pension Scheme.

OR

C. Officers who become pensionable officers of a Public Service prior to 5th April 1995 and who are liable to pay the Class D rate of PRSI contribution will be required to contribute at a rate of 5% of their pensionable remuneration. If an option to join a dependent scheme was made you will be required to contribute at a rate of 1.5% to a Dependents Pension Scheme.

4. Salary

Salary shall be at Local Government Clerical Officer level €31,935 - €33,702 - €34,140 - €35,021 - €36,312 - €37,603 - €38,895 - €39,833 - €40,897 - €42,128 - €43,004 - €44,227 - €45,456 - €47,770 - €49,413 (LSI1).

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government and Heritage.

Persons who are not serving local authority employees on or after 1st January 2011 will be based on the minimum of the scale.

5. Hours of work

35 hours per week. The successful applicant may on occasion be requested to work outside of normal office hours if necessary, without additional remuneration. Flexible working arrangements, including blended working, may apply.

The Assembly reserves the right to alter your hours of work from time to time.

6. Sick Leave

The terms of the Public Service Sick Pay Scheme will prevail.

7. Annual leave

Annual leave entitlement is 27 days per annum exclusive of public and bank holidays, increasing to 29 days per annum after five years’ service. Leave year runs from 1st January to 31st December. Granting of annual leave, payment for annual leave and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1977 (as amended).

8. Retirement

Retirement is dependent on the superannuation scheme you become a member of and details will be made available to you upon appointment.

Pension Abatement

If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/Public Service pension comes into payment during the appointee’s re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012.

Please note: In applying for this position, you are acknowledging that you understand that the abatement provisions where relevant will apply. It is not envisaged that the employing Department/Office/Body will support an application for an abatement waiver in respect of appointments to this position.

9. Residence

Post holders shall reside within a reasonable commutable distance of Ballymun, Co. Dublin. The Director of the Eastern & Midland Regional Assembly reserves the right to assign the post holder to any premises, now or in the future subject to reasonable notice.

10. Start date

The Eastern and Midland Regional Assembly shall require the successful candidate to take up their appointment within a reasonable period. Should they fail to take up the appointment within an agreed period, the Assembly at its discretion may not appoint them.