Clerical Officer

In Galway City Council, Clerical Officers work as part of a multi-disciplinary teams to provide administrative support and customer service across the broad range of front-line services as well as internal services. The successful candidate will therefore require excellent administrative and communications skills.

The Clerical Officer will normally work under the direction and management of a Staff Officer, Senior Staff Officer or Administrative Officer which comprise the line management grades and may from time to time be required to deputise for an Assistant Staff Officer or other administrative grade and successful applicants must be willing to take on this challenge.

The ideal candidate will also be a highly motivated person, with a strong sense of commitment to delivering quality public services and shall demonstrate a clear knowledge and understanding of :

•       Local authority services, its key customers and relationships with other agencies and organisations;

•       Role of the Elected Member;

•       Current local government issues;

•       Public service values and integrity.

The ideal candidate should also have a proven track record in the following areas :

•       Administration and clerical work;

•       High level of proficiency in key board skills;

•       Ability to communicate effectively;

•       Customer service experience;

•       Team working;

•       Operation of IT systems and standard office software packages;

•       Ability to plan and prioritise work effectively;

•       Acting on own initiative;

•       Working under pressure to tight deadlines;

•       Maintaining confidentiality.

DUTIES AND RESPONSIBILITIES

Clerical Officers perform a range of tasks including:

•       Dealing with customers at a variety of levels through various means of communication;

•       Supporting line manager and colleagues;

•       Working as part of a team to deliver the services of the Council;

•       Processing applications for services in accordance with Council policies procedures and plans;

•       Carrying out a range of administrative tasks including photocopying, preparing letters, documents/presentations for public circulation, typing, attending meetings and minute taking, report/returns preparation, filing, arranging meetings, receipting/balancing payments including cash, handling internal/eternal mail;

•       Operation of the financial system and other local government systems;

•       Public Counter/Reception Work;

•       Participating in the Performance Management Development System;

•       Completing all essential training successfully;

•       Any other duties that may be assigned as part of the overall functioning of the relevant Department.

1.     Character

Candidates shall be of good character.

2.     Health

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

3.     Citizenship:

Candidates must, by the date of any job offer, be:

                 i.          A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

               ii.          A citizen of the United Kingdom (UK); or

             iii.          A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

             iv.          A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or

               v.          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

             vi.          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

4.     Education, Training, Experience, etc.

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

(i)

(a)  Have obtained at least a 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 a 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 Level or Ordinary Level, from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certifications Vocational Programme);

Or

(b)  Have passed an examination of at least equivalent standard;

Or

(c)   Have had at least two year’s 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.

And

(ii) Have a proficiency or aptitude with computers and Microsoft Office suite of programmes.

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.

Each candidate must include on the application form details of all qualifications obtained by them. The invitation to attend for Interview is not to be regarded as an admission that you possess the prescribed qualifications and/or requirements for this post or are you qualified by law to hold the post. Documentary proof will be required before appointment where you claim credit for particular qualification, experience, etc.

COMPETENCIES FOR THE POST

Key Competencies for the post are given in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings.

Information Management & Processing

·       Demonstrate Organisational Skills;

·       Ability to understand and adhere to procedures and processes;

·       Demonstrate proficiency in the use of Information Technology;

·       Collating Data and information processing;

·       Analytical and reporting skills.

Customer Service & Communication Skills

•       Communicate clearly;

•       Demonstrates positive customer service attitude;

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

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

•       Effective written and verbal skills;

•       Demonstrate positive customer service attitude;

•       Represents the organisation positively and professionally when dealing with members of the public and other stakeholders.

Team Working

·       Interpersonal skills and ability to communicate effectively with a wide range of stakeholders

·       Develop and maintain good working relationships with teams

·       Demonstrate dignity and respect for colleagues

·       Understand own role and personal contribution within a team

Delivering Results

·        Take responsibility for delivering quality work in a timely manner

·        Assess and prioritise workloads

·        Ensure accuracy and high standards in work delivered

·        Flexibility in approach to work

·        Adapt quickly to change and new ways of doing things

·        Use initiative and self-motivate when required

Personal Effectiveness

·        Clear knowledge and understanding about the local authority, its services and role of the Councillors.

·        Commitment to self-development and improving skills and knowledge base.

·       Be open to taking on new challenges or responsibilities.

·       Brings enthusiasm and commitment to their role.

·       Be positively motivated to deliver a quality service.

PRINCIPAL CONDITIONS OF SERVICE

Type of Post

Future relevant permanent and temporary posts will be filled from the panel(s) formed. The post(s) will be whole-time, permanent/temporary and pensionable.

Remuneration

The annual salary (Circular Letter EL 03/2025) is as follows:

€30,811 - €47,945 per year

IMPORTANT NOTE: Candidates should note that the starting salary is not subject to negotiation. Entry into the pay scale above the minimum point will only apply to existing public servants in the context of the relevant Government Pay Circulars. Candidates who are not covered by such Circulars will enter the pay scale at the minimum point i.e. €30,811

The rate of remuneration may be adjusted from time to time in line with Government pay policy.

The holder of the office shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to and received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform.

Probation:

(a)       there shall be a period after such appointments take effect during which such persons shall hold the position on probation,

(b)       such period shall be 12 months but, the Chief Executive may at their discretion extend such period,

(c)       such persons shall cease to hold the position at end of the period of probation unless during such period, the Chief Executive has certified that the service of such persons is satisfactory.

Hours of Duty

The person appointed will be required to work a 35 hour week. The successful candidate will be required to log their hours of work in accordance with the requirements of the Organisation of Working Time Act, 1997 and will be required to co-operate with the use of technologies to record such hours.

Annual Leave:

The annual leave entitlement will be 27 days per annum, rising to 29 days per annum after 5 years’ service.

Residence:

Holder of the post shall reside in the district in which their duties are to be performed or within a reasonable distance thereof.

Outside Employment:

The position is whole-time and the employee may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties.