Clerical Officer

The Position & Role The Clerical Officer is the entry-level administrative grade in Local Authorities (LA’s) in Ireland. Clerical Officers are deployed across a vast range of services throughout the local authority providing a vital role through a range of administrative duties. To become a Clerical Officer, candidates must demonstrate a good general educational standard and be efficient and customer focused. Clerical Officers make a valuable contribution to the provision of the Local Authority’s services. This role is a key support position within the Council, providing a comprehensive general administrative and clerical support to a section or department.

The Clerical Officer works as part of a multidisciplinary team assisting with the implementation of work programmes to achieve goals, targets and standards set out in Departmental and Team Development Plans and to deliver quality services to internal and external customers. He/she will also be required to operate the Local Authority’s existing and future ICT systems as part of their work. Clerical Officers provide a point of contact for customers to carry out their business and access information about the Council’s services. The Clerical Officer is expected to carry out their duties in a manner that enhances public trust and confidence.

The Competition The purpose of this recruitment campaign is to form a panel for Kildare County Council from which permanent and temporary posts may be filled at Clerical Officer Grade as vacancies arise.

The Candidate The Candidate Should Demonstrate:

• Knowledge and understanding of the functions of a Local Authority
• Understanding of the role of a Clerical Officer
• Relevant administrative experience and clerical skills
• Strong interpersonal and communication skills
• Conscientious & resilient
• Strong customer service ethos
• Ability to work effectively under pressure
• Excellent organisation & task management skills
• Experience of working as part of a team
• High level of attention to detail and accuracy
• Knowledge and experience of operating ICT systems.

Duties and Responsibilities The duties shall be such clerical/administrative and secretarial as may be assigned to the employee from time to time by the Local Authority and will involve:

• General clerical, administrative and customer service duties which may include but are not limited to: o Dealing with members of the public at a variety of levels through various means of communication o Processing applications for service in accordance with Council’s policies, procedures, and plans o Carrying out a range of administrative tasks including photocopying, preparing letters/documents/presentations for public circulation, typing, minute taking, report/return preparation, filing, arranging meetings, receipting/balancing payments including cash, handling internal and external mail. o Operation of the financial system and other local government systems. o Processing of invoices, filing, photocopying, scanning, etc. o Front of house counter duties (including reception cover, customer service desk, motor tax desk, housing desk, planning desk, etc.) o Dealing with correspondence for the section o Collating data/information for reporting o Assisting in the implementation of operational work activities and supporting Line Managers and colleagues o Use of Word, Excel, Outlook etc. o Participating in the duties required as part of the Organisational response to Climate Action to promote & ensure capacity building, empowering change and delivering action o To act, as required, for an employee of a higher grade
• And any other such duty as may be assigned from time to time

Qualifications Character: Each candidate must be of good character. 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. Education, Training and Experience etc.: Each candidate must, on the latest date for receipt of completed application forms: - (a) 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 Certification 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 Competencies for the post of Clerical Officer Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take particular note to these when completing the application form as any short-listing or interview processes will be based on the information provided by the candidates:

Information Management & Processing

• Demonstrates Organisational skills
• Ability to understand and adhere to procedures and processes
• Demonstrates proficiency in the use of Information Technology
• Collating data and information processing
• Analytical and reporting skills

Team Working

• Inter-personal skills and ability to communicate effectively with a wide range of stakeholders
• Develop and maintain good working relationships within teams
• Demonstrate dignity and respect for colleagues
• Understand own role and personal contribution within a team

Delivering Results

• Takes responsibility for delivering quality work in a timely manner
• Assesses and prioritises workloads
• Ensures accuracy and high standards in work delivered
• Flexibility in approach to work
• Adapts quickly to change and new ways of doing things
• Uses initiative and is self-motivated when required

Customer Service & Communications Skills

• Communicates 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

Personal Effectiveness

• Sound knowledge and understanding of the Local Authority, its services and role of Councilors
• 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.

Particulars of Employment The Post The post is wholetime (i.e., 35 hours per week) and appointment may be permanent or temporary.

Location Kildare County Council reserves the right to assign the successful candidates to any premises in use by the Council, now or in the future. The person appointed will be required to report to their place of work by their own means of transport and at their own expense.

Commencement Kildare County Council shall require a person to whom an appointment is offered to take up such appointment within a period of not more than one month and if they fail to take up the appointment within such period, or such other longer period as the Council in its absolute discretion may determine, Kildare County Council shall not appoint them.

Working Hours The current working hours are 35 hours per week, Monday to Friday. Kildare County Council reserves the right to alter the hours of work from time to time in line with Government Circulars. All hours worked are subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Regulations, 2001. Kildare County Council requires employees to record their hours using a Clocking system.

Reporting Arrangements Clerical Officers report directly to the appropriate supervisor in the Section or to any other employee of Kildare County Council as the Director of Services or other appropriate employee may designate for this purpose. A system of regular appraisal will be operated during employment, which will involve discussions between the employee and the line manager regarding performance and conduct.

Probationary Period of Employment Where a person is permanently appointed to Kildare County Council, the following provisions shall apply – a) there shall be a period after appointment takes effect, during which such a person shall hold the position on probation; b) such period shall be twelve months, but the Chief Executive may, at their discretion, extend such period; c) such a person shall cease to hold the position at the end of the period of probation, unless during this period the Chief Executive has certified that the service is satisfactory; d) the period at (a) above may be terminated on giving one weeks’ notice as per the Minimum Notice and Terms of Employment Acts; e) there will be assessments during the probationary period.

Remuneration The current salary scale for the post of Clerical Officer (Grade III) is €27,896 – 29,611– 30,035 – 30,891 – 32,143 – 33,397 – 34,651 – 35,561 – 36,594 – 37,789 – 38,638– 39,825 – 41,019 – 43,265 – LSI 1 44,860 gross per annum. The rate of remunerationmay be adjusted from time to time in line with Government Circulars. On appointment successful candidates will be placed on the first point of the salary scale. Appointment to a higher point of the salary scale may apply to candidates employed elsewhere in the public service, subject to verification of service history. Remuneration is paid fortnightly by PayPath directly to the employees nominated bank account. The current wage pay cycle may be revised during the period of employment. Remuneration is subject to all statutory deductions, e.g., P.A.Y.E. and P.R.S.I. Increments are paid annually subject to satisfactory attendance, conduct and performance and national agreements. Increments may be withheld if performance, attendance and/or conduct are not satisfactory.

Superannuation & Retirement A person who becomes a pensionable employee of the County Council will be required in respect of their Superannuation to contribute to the Local Authority at the appropriate rate. The terms of the Local Government Superannuation (Consolidation) Scheme 1998 as amended or the Public Services Superannuation (Miscellaneous Provisions) Act 2004 or the Public Service Pensions (Single Scheme & Other Provisions) Act 2012 will apply as appropriate on appointment.

Retirement age for employees is dependent on their relevant contract of employment, with due consideration being given to the rules of the Superannuation Scheme to which they belong.

• For appointees who are deemed not to be “new entrants” as defined in the Public Service Superannuation (Miscellaneous Provisions) Act, retirement is compulsory on reaching 65 years of age.
• The minimum retirement age for “new entrants” to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is 65. There is no mandatory retirement age.