Clerical Officer

Hours of Work

The appointee will be required to work 35 hours per week, together with such additional hours as may be required from time to time for the proper discharge of their duties.

Salary

• Pre 2011: €33,299 – €48,425

• Post 2011: €31,119 – €48,425

Post Summary

The successful applicant will:

• Coordinate the efficient day-to-day work in their functional area within LOETB, ensuring targets and service levels are achieved, and that work or information is accurate and compliant with legislation, circulars, best practice guidelines, and internal procedures.

• Be responsible for the preparation and timely submission of required reports.

• Maintain an efficient filing system ensuring data, records, or information required by internal and external audits are readily available.

• Ensure deadlines are met and service levels maintained.

• Carry out administrative tasks including photocopying, preparing letters/documents/presentations, filing, arranging meetings, receipting and balancing payments, and handling internal/external mail.

• Control relevant data and ensure timely and accurate submission for payments within set deadlines.

• Report and provide information within the functional area as required by the Department, ETBI, etc.

• Assist in projects relating to the work of the Section and perform any duties directed by the relevant Head of Department.

• Undertake special/one-off tasks as required.

• Contribute to the development of improved working practices for better service delivery.

• Participate in the development and implementation of Management Information Systems.

• Attend all relevant fora/groups as a member or assigned representative.

• Ensure efficient administration and communication to enable staff to make informed decisions.

• Deal sensitively with correspondence, phone enquiries, or personal callers, maintaining confidentiality.

• Promote teamwork while focusing on self-development, seeking feedback, coaching, and creating learning opportunities.

• Undertake training and development activities and respond positively to new systems.

• Contribute to strategic initiatives across LOETB.

• Assist in promoting LOETB’s values and a positive working culture for all employees.

• Communicate efficiently and build productive working relationships with internal and external stakeholders.

• Represent the department at meetings as required.

• Research issues thoroughly and consult appropriately to gather necessary information.

• Carry out lawful orders of the Chief Executive.

• Perform any other duties appropriate to the grade, as assigned.

Competencies Required

Teamwork

• Show respect for colleagues and co-workers.

• Develop and maintain good working relationships, sharing information and knowledge.

• Offer ideas and perspectives.

• Understand own role in the team and contribute effectively.

Information Management/Processing

• Approach work in a thorough and organised manner.

• Follow procedures and protocols, understanding their value.

• Maintain high-quality records that are easy to understand.

• Draw appropriate conclusions from information.

• Suggest more efficient ways of doing tasks.

• Comfortable working with different types of information (written, numerical, charts) and performing calculations.

Delivery of Results

• Take responsibility for work and ensure completion to a high standard.

• Complete work in a timely manner.

• Adapt quickly to new ways of working.

• Check work thoroughly and learn from mistakes.

• Write accurately and draw reasonable conclusions from instructions.

• Identify urgency and importance of tasks.

• Demonstrate initiative, flexibility, and self-reliance while seeking guidance when needed.

Customer Service & Communication Skills

• Actively listen and understand perspectives and needs.

• Explain processes clearly to customers.

• Remain respectful, courteous, and professional under challenging circumstances.

• Communicate confidently and assertively when necessary.

• Communicate clearly in writing and verbally.

Specialist Knowledge, Expertise & Self Development

• Maintain skills and expertise relevant to the role, including technologies, IT systems, and policies.

• Understand the role, objectives, and targets within the unit.

• Commit to continuous self-development.

Drive & Commitment to Public Service Values

• Strive to perform at a high level and deliver quality service.

• Serve the Government and people of Ireland.

• Be thorough and conscientious.

• Remain enthusiastic and resilient in the face of challenges.

• Act with honesty, integrity, and trustworthiness at all times.

Selection Criteria

Applicants must:

• Possess the knowledge, skills, and competencies to carry out the role.

• Be capable 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) or equivalent, or have relevant experience encompassing equivalent skills.

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