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: €33,799 – €48,925 Post 2011: €31,619 – €48,925

Post Summary

• To undertake duties associated with maintaining learner files, updating learner information systems and processing of learner payments in a thorough and timely manner.

• Support the day to day administration of the office through the processing of invoices in accordance with procedures and in a timely manner and supporting the Centre Manager to maintain necessary documentation in relation to Health and Safety matters.

• The successful applicant will have responsibility, under general direction, for coordinating the efficient day to day work in their functional area within LOETB ensuring that targets and service levels are achieved and that work undertaken or information being given is accurate and in compliance with Legislation, Circular Letters, best practice guidelines and Internal Procedures.

• Overall responsibility for the preparation and timely submission of required reports.

• Maintain an efficient and effective filing system to ensure any and all data, records or information required by all interested parties including Internal and External Audit is readily available.

• Ensure deadlines are met and that service levels are maintained.

• Carry out a range of administrative tasks including photocopying, preparing letters, documents or presentations for public circulation, filing, arranging meetings, receipting and balancing payments, handling internal and external mail.

• Responsibility for the control of relevant data, ensuring the submission of timely and accurate data for relevant payment within set deadlines.

• Report and provide information within the functional area as required from time to time by Department, ETBI, Chief Executive, etc.

• Assist in projects relating to the work of the Section and any other duties as directed by the FET Manager.

• Undertake special or one off tasks.

• Assist in the development of improved working practices in order to achieve improved service delivery.

• Contribute to the development and implementation of appropriate Management Information Systems.

• Participate in all forums or groups in which they are a member or are assigned.

• Ensure efficient administration and communication in relation to staff of LOETB to ensure staff have the information they need enabling them to make informed decisions.

• Deal sensitively with correspondence, telephone enquiries or personal callers on all areas of work covered by the section involving contact with all interested parties as necessary while maintaining a high degree of confidentiality in all aspects of work.

• Promote teamwork within the Department while maintaining a strong focus on self development, seeking feedback, coaching and creating opportunities for self development.

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

• Contribute to the ongoing development and implementation of Strategic initiatives across LOETB.

• Assist with effectively promoting the values of LOETB and establishing a positive working culture and environment for all employees that supports the attainment of LOETB’s goals.

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

• Represent the relevant departments at meetings as required.

• Research issues thoroughly and consult appropriately to gather all information needed on an issue.

• Carry out lawful orders of the Chief Executive.

• Carry out any other duties appropriate to the grade which may be assigned from time to time.

Competencies Required

The person appointed to the above post will be required to show evidence of the following competencies.

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 or her part.

Information Management and 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, for example written, numerical, charts and carries out calculations such as arithmetic and percentages.

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 judgement on when to ask a manager or colleagues for guidance.

Customer Service and Communication Skills

• Actively listens to others and tries to understand their perspectives, requirements and 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.

Specialist Knowledge, Expertise and Self Development

• Develops and maintains the skills and expertise required to perform in the role effectively, for example relevant technologies, Information Technology systems and relevant policies.

• 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.

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.

Selection Criteria

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

• 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 within the QQI qualifications framework which can be assessed as being 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.

Terms and Conditions of Appointment

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

• The appointment will have a probationary period, details of which will be stipulated in the contract of employment.

• Any offer will be subject to the receipt of two satisfactory references.

• Appointment is to Laois and Offaly ETB as a whole, not to a particular centre. LOETB reserves the right to transfer officers as the needs of the scheme dictate.

• The person appointed to the post will be required to contribute to the relevant Superannuation Scheme.

• For the purposes of satisfying the requirements as to health it will be necessary for the successful candidate, before appointment, to undergo at LOETB’s expense a medical examination by a qualified practitioner nominated by LOETB.

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

Sick Leave and Special Leave

Sick leave and special leave may be allowed in accordance with the conditions in force for the time being for officers employed under the Schemes of Education and Training Boards.

Garda Vetting

Laois and Offaly ETB is registered with the National Vetting Unit which provides a disclosure service for organisations who have staff positions which may involve regular unsupervised access to children and vulnerable adults.

As part of the Board’s recruitment and selection process, offers of employment to all posts will be subject to National Vetting Unit disclosures where applicable. LOETB reserves the right to re vet all staff employed in positions that involve working with children and vulnerable adults at any time during their employment.