Clerical Officer (Grade III)

Hours of Work: Monday to Friday – 35 hours per week

Initial Work Location: Initial assignment to the Pay Administration Team based in Kilkenny and Carlow ETB Head Office, Athy Road, Carlow. Location is subject to change in line with the requirements of the service to any KCETB Office.

Salary Scale: The pay scale applicable to the post will be €31,619 to €48,925 as per Department of Education Circular Letter CL 0007/2026. As per Department of Education guidelines, new appointees who are entering this grade for the first time will start at the minimum point of the scale. Rate of remuneration may be adjusted from time to time in line with Government pay policy.

Annual Leave: 22 days per annum (Full-time equivalent). This leave is on the basis of a five-day week and is exclusive of the usual public holidays.

Other Conditions: Offers of employment are subject to garda vetting, reference checks and pre-employment health assessment.

Overview of Kilkenny and Carlow Education and Training Board

Kilkenny and Carlow Education and Training Board (KCETB) is the largest education and training provider in counties Kilkenny and Carlow and offers a broad range of education and training services to approximately 14,000 students and learners on an annual basis.

We manage 13 post-primary schools across the two counties and are the leading provider of Further Education and Training (FET). Through our FET Service, we offer a wide range of fulltime and part-time courses, such as apprenticeships, basic education, community education and Youthreach (for early school leavers) as well as student supports and services for employers.

We also manage music education through the Music Generation programme and we co-ordinate the delivery of youth services. We have a history of responding flexibly to community and employer needs and aspirations.

Post Summary

The Clerical Officer (Grade III) will provide an efficient, accurate and customer-focused administrative service within Kilkenny and Carlow Education and Training Board. The initial assignment will be to the Human Resources Pay Administration Team, where the post holder will support the accurate and timely processing of payroll information and related employee enquiries.

The post holder may be assigned to another KCETB department, school, centre or service area in line with operational requirements. The role therefore requires flexibility, discretion, strong organisational and communication skills, digital competence and the ability to work effectively as part of a team while managing priorities and maintaining high-quality records.

Duties and Responsibilities

Depending on the area of assignment, the post holder may be required to undertake some or all of the following duties:

• Provide general clerical and administrative support within the assigned department, school, centre or service area.

• Receive, record, process and maintain information accurately using relevant electronic and paper-based systems, databases, spreadsheets and document management systems.

• Respond to telephone, email, written and in-person enquiries in a courteous, professional and timely manner; provide routine information and refer sensitive or complex matters to the appropriate colleague.

• Liaise effectively, as appropriate, with employees, schools, centres, KCETB colleagues, external agencies and service providers.

• Maintain accurate and accessible records and handle personal, financial and organisational information with discretion and confidentiality, in accordance with data protection and records management requirements.

• Organise and prioritise assigned work, meet operational deadlines, follow approved policies and procedures, and take responsibility for progressing tasks to the appropriate next stage.

• Work cooperatively as part of a team, support colleagues, adapt to changing priorities and systems, and participate in relevant induction, training and service improvements.

• Undertake other duties appropriate to the Clerical Officer (Grade III) grade and provide administrative support in other KCETB functional areas, as required.

• As part of the initial assignment to Pay Administration Team:

• Receive, check and process authorised payroll instructions, employee details, timesheets, claims, allowances, deductions and pay-related changes in accordance with established procedures and deadlines.

• Assist with setting up and updating employee records on CoreHR and related systems, and support payroll adjustments arising from approved leave, benefits and other authorised arrangements.

• Carry out checks on payroll information, inputs, reports and calculations; identify missing or inconsistent details; and refer errors, complex issues or matters outside established procedures to the appropriate colleague.

• Prepare correspondence, forms, certificates, reports, schedules and other documentation, including payroll-related and social welfare documentation, where assigned.

This job description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in the role.

Other Conditions

The appointment will be subject to the sanction of the Chief Executive.

External work may not be undertaken without the prior consent of the Board.

Probation

Where a person is appointed to the position of Clerical Officer to Kilkenny and Carlow ETB the first twelve months of their contract will be regarded as the probationary period. The appointment will be confirmed subject to satisfactory performance of the duties of the post.

Garda Vetting

Kilkenny and Carlow ETB is registered with the National Vetting Unit (NVU). As part of the Board’s recruitment and selection process, offers of employment to all posts may be subject to NVU disclosure.

References

Kilkenny and Carlow ETB reserves the right to seek both written and verbal references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. Kilkenny and Carlow ETB also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Please note that candidates are requested not to submit references with their application form.

Pre-Employment Health Assessment

Candidates will be required to undergo a medical assessment or to complete a form declaring their health status. The result of the examination or declaration will be reviewed by the ETB's Occupational Health Service.

Superannuation and Retirement

The successful candidate will be offered the appropriate superannuation terms and conditions as prevailing in the Civil/Public Service at the time of being offered an appointment. In general, an appointee who has never worked in the Public Service will be offered appointment based on membership of the Single Public Service Pension Scheme (“Single Scheme”). Full details of the Scheme are available on www.kcetb.ie.

Where the appointee has worked in a pensionable (non-Single Scheme terms) public service job in the 26 weeks prior to appointment or is currently on a career break or special leave with/without pay different terms may apply. The pension entitlement of such appointees will be established in the context of their public service employment history.

The maximum retirement age for a member of the single public service pension scheme as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

Notice/Termination

This appointment is terminable by one month’s notice in writing from either side subject to statutory provisions and relevant collective agreements.

Essential Requirements

The following are essential requirements for appointment to this post:

• Have the requisite knowledge, skills and competencies to carry out the role

• Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service

• Be capable and competent of fulfilling the role to a high standard

• 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 with the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise

• Be at least 17 years of age on or before the date of advertisement of the recruitment competition

• Excellent administrative, organisational and IT skills including Microsoft Office (Excel, WORD), Diary Management etc

Desirable Criteria

• Level 6 or higher on the National Framework of Qualifications

• Experience in an administrative or equivalent capacity

• Experience in payroll, accounts or a similar administrative environment involving the accurate processing and checking of numerical or financial information.

• A good level of experience or knowledge of the designated area of work

• Very good communication skills - verbal/e-mail/written.

• Understanding of systems and online data bases.

Competences

The person appointed to the above post will be required to show evidence of the following competences:

Specialist Knowledge, Expertise and Self Development

• Develops and maintains the skills and expertise required to perform in the role effectively including a high degree of competence in Word, Excel, Powerpoint and Data Management 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

Team Work

• Shows respect for colleagues and co-workers

• Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate

• Offers own ideas and perspectives

• Understands own role in the team, making every effort to play his/her part

Information Management / Processing

• Approaches and delivers all work in a thorough and organised manner

• Follows procedures and protocols, understanding their value and the rationale behind them

• Keeps high quality records that are easy for others to understand

• Draws appropriate conclusions from information

• Suggests new ways of doing things better and more efficiently

• Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc.

Delivery of Results

• Takes responsibility for work and sees it through to the appropriate next level

• Completes work in a timely manner

• Adapts quickly to new ways of doing things

• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes

• Writes with correct grammar and spelling and draws reasonable conclusions from written instructions

• Identifies and appreciates the urgency and importance of different tasks

• Demonstrates initiative and flexibility in ensuring work is delivered

• Is self reliant and uses judgment on when to ask manager or colleagues for guidance

Customer Service and Communication Skills

• Actively listens to others and tries to understand their perspectives/ requirements/ needs

• Understands the steps or processes that customers must go through and can clearly explain these

• Is respectful, courteous and professional, remaining composed, even in challenging circumstances

• Can be firm when necessary and communicate with confidence and authority

• Communicates clearly and fluently when speaking and in writing

Drive and Commitment to Public Service Values

• Consistently strives to perform at a high level and deliver a quality service

• Serves the Government and people of Ireland

• Is thorough and conscientious, even if work is routine

• Is enthusiastic and resilient, persevering in the face of challenges and setbacks

• Is personally honest and trustworthy

• At all times, acts with integrity

Salary Scale: The pay scale applicable to the post will be €31,619 to €48,925 as per Department of Education Circular Letter CL 0007/2026. As per Department of Education guidelines, new appointees who are entering this grade for the first time will start at the minimum point of the scale. Rate of remuneration may be adjusted from time to time in line with Government pay policy