Clerical Officer

Post of Clerical Officer

Louth County Council is currently inviting applications from suitably qualified persons for the above competition. Louth County Council will, following the interview process, form a panel for the post, from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Local Government and Heritage. This panel will exist for 12 months and may only be extended at the discretion of the Chief Executive.

Essential Criteria

Each candidate shall be of good character.

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

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 Certificate 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 a permanent and pensionable 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.

Qualifications obtained outside of Ireland must be accompanied by a comparability statement from Quality and Qualifications Ireland (QQI) confirming their equivalence to the Irish National Framework of Qualifications (NFQ). Where the qualification documentation is not in English, a certified translation must also be provided.

Candidates may be shortlisted based on information supplied on their application form or by other methods e.g. desktop shortlisting, aptitude tests etc.

The Role of the Clerical Officer

The Clerical Officer is a key frontline support position within the Council and is assigned to a service delivery area or to support a functional area as required. The role involves supporting managers and colleagues and working as part of a team in meeting work goals and objectives and delivering quality services to internal and external customers.

As part of the Local Authority’s commitment to providing quality services to citizens, the Clerical Officer will assist in delivering a wide range of services across the organisation. Clerical Officers provide a point of contact for customers to carry out their business and access information about the Council’s services.

The ideal candidate shall demonstrate:

• Knowledge and understanding of the structure and functions of local government.

• Ability to demonstrate capacity in the competency areas of Understanding Purpose and Change, Delivering Results, Performance through People, and Local Government Knowledge & Understanding.

• Knowledge of current local government issues.

• Relevant administrative experience.

• Experience of working as part of a team.

• Experience of preparing reports and correspondence.

• Knowledge and experience of operating ICT systems.

Competency Indicators

Candidates will have to demonstrate from their application form to the satisfaction of a short-listing board that they possess sufficient skills and experience in the competencies listed below in order to be called for interview.

Candidates called for interview will be assessed at the interview under the three competencies listed on the application form using some/all of the following indicators within each competency:

Understanding Purpose & Change

• Knowing the purpose of the section and its priorities

• Understanding the role of the Elected Council and the Elected Members

• Understanding and complying with the Code of Conduct for Employees

• Maintaining a positive image of the Council

• Co-operating with change

• Safety, Health & Welfare

Delivering Results

• Identifying problems and contributing to solutions

• Implementing work programmes

• Taking care of Council resources

• Complying with Council rules

• Delivering quality work and services

Performance through people

• Contributing positively

• Performing effectively

• Co-operating to resolve conflict

• Communicating effectively

Please note: Candidates will be assessed at the interview stage under the three competencies listed above in addition to Local Government Knowledge and Understanding.

Local Government Knowledge and Understanding (To be assessed at interview)

• Knowledge of the structure and functions of local government.

• Knowledge of current local government issues and advocates practical approaches to addressing them.

• A clear and realistic view of future trends and strategic direction of local government.

• An understanding of the role of Clerical Officer in this context.

Particulars of Post

Duties

The nature of the work carried out by clerical staff may vary depending on the business being conducted by Louth County Council. This will involve such clerical/administrative tasks as may be assigned to the employee from time to time.

The following reflects the typical duties you may be required to undertake, if appointed:

• General clerical work e.g. filing, photocopying, answering/making telephone calls, dealing with emails, reception desk duties, etc. under the supervision of a designated manager;

• Supporting line-managers and colleagues;

• Working as part of a team in delivering services;

• Communicating and dealing with the public/customers e.g. responding to queries and providing information face-to-face, by telephone or via email;

• Providing the highest quality standards in customer service;

• Using Information Technology on a daily basis e.g. word processing, spreadsheets, database, email and internet;

• Maintaining high quality records in a thorough and organised manner;

• Checking all work thoroughly to ensure it is completed to a high standard;

• Carrying out routine accounts work;

• Approaching work in a careful and methodical manner, displaying accuracy at all times, even when conducting routine/repetitive work.

• Any other duties deemed appropriate.

Salary

Salary shall be fully inclusive and shall be as determined from time to time. The holder of the office shall pay to the local authority any fees or other monies (other than his/her inclusive salary) payable to and received by him/her by virtue of his/her office or in respect of services which he/she is required by or under any enactment to perform.

The salary scale for the position of Clerical Officer is €31,935- €49,413 (LSI 1) gross per annum.

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Planning and Local Government. In accordance with Departmental Circular Letter EL.02/2011, a person who is not a serving local authority employee on or after 1st January 2011, will enter the scale for the position at the minimum point.

Rate of remuneration may be adjusted from time to time in line with Government Policy.

Location of post

Louth County Council reserves the right to assign the post holder to any council premises, now or in the future subject to reasonable notice. Changes in location of employment will not result in payment of disturbance money or other compensation.

The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

Probation

The Successful candidate shall be required to be on probation for a 9-month period from date of employment, as determined by the Council. This period may be extended at the discretion of the Council.