Clerical Officer

The Role The Clerical Officer role is a key support position within the MHC. The role provides a comprehensive general administrative and clerical support to a team and assists with the smooth, efficient and professional operation of the division. The successful candidate will be required to engage and communicate effectively with various internal and external stakeholders including staff, officials from government departments and public bodies, private sector bodies, disability organisations and others. The duties of the Clerical Officer are varied and can involve assignment to different parts of the organisation or different areas of work. The performance of the entire range of duties is not necessarily confined to any one individual within a division as the work requires that employees in the role function in a flexible manner and work effectively together as a team to deliver required outcomes or outputs. As a Clerical Officer, the holder of the post will be expected to actively contribute to and participate in the overall development of the MHC and to promote its policies and values at all times.

Key Responsibilities Under the overall direction of the relevant line manager, the Clerical Officer’s key duties and responsibilities include:

• Providing administrative assistance; filing, photocopying, answering/making telephone calls, dealing with emails, reception desk duties;
• Supporting line managers and colleagues;
• Working as part of a team in delivering services;
• Communicating and dealing with the public and for example, responding to queries and providing information face-to- face, by telephone or via email;
• Using Information Technology on a daily basis, for example, spreadsheets, databases, email and the internet;
• Maintaining high-quality records in a thorough and organised manner;
• Checking all work thoroughly to ensure it is completed to a high standard
• Approaching work in a careful and methodical manner, always displaying accuracy, even when conducting routine and repetitive work;
• Any other duties that are deemed appropriate by the line manager

Reporting and Working Relationships The Clerical Officer is accountable to the Chief Executive of the MHC and reports directly to the relevant line manager within the team. Essential Requirements The candidate must possess, by the closing date, the following:

• Level 6 or higher on the National Framework of Qualifications or 2+ years’ experience in a related role within the Public Sector
• Demonstrated administrative/clerical experience
• Experience using Microsoft Office packages
• The requisite competencies to carry out the role as outlined below.

Desirable The following criteria are considered desirable for the post:

• Experience in dealing with regulatory and / or compliance matters
• Understanding of mental health and / or mental health services

Competencies The person appointed to the role of Clerical Officer will be required to show evidence of the following competencies: Teamwork • 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 • Writes using correct grammar and spelling and draws reasonable conclusions from written instructions • Identifies and demonstrates initiative and flexibility in ensuring work is delivered and appreciates the urgency and importance of different tasks • 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 Specialist Knowledge, Expertise and Self Development • Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, spreadsheets, Microsoft Office, relevant policies, 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

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

How to Apply Eligibility to Compete Candidates must, by the date of job offer, be: a) A citizen of the European Economic Area. The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or b) A citizen of the United Kingdom (UK); or c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or d) A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or e) A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa; or f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or Switzerland and has a stamp 4 visa Conditions of Service Contract Arrangements A permanent, full-time contract of employment with the Commission will be offered to the Clerical Officer on terms and conditions determined by the Mental Health Commission, with the consent of the Minister for Health and the Minister for Public Expenditure and Reform.

Salary The Clerical Officer salary scale (rates effective 1 January 2024) is as follows: €555.90 - €881.37 LSI 1 after 3 years satisfactory service at the maximum. LSI 2 after 6 years satisfactory service at the maximum. Candidates should note that entry will be at the minimum point of the scale and will not be subject to negotiation. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Different terms and conditions may apply if immediately before appointment you are a current serving civil/public servant. The rate will apply where the appointee is an existing civil or public servant appointed on or after 6 April 1995 or is newly recruited to the MHC and is required to make a personal pension contribution.

Note: Salary for the purposes of calculation of superannuation benefits may differ from the above depending on individual circumstances.

Payment Arrangements Payment will be made fortnightly in arrears by Electronic Fund Transfer (EFT) into a bank account of the successful candidate’s choice. Payment cannot be made until a bank account number, and bank sort code has been supplied to the MHC. Statutory deductions from salary will be made as appropriate. A staff member appointed to this post will agree that any overpayment of salary or travel and subsistence may be deducted from future salary payments due in accordance with the Payment of Wages Act 1991 (as amended). In accordance with that Act, the MHC will advise the staff member in writing of the amount and details of such overpayment and give at least one week’s notice of the deduction to take place and will deduct the overpayment, at an amount that is fair and reasonable having regard to all the circumstances, within six months of such notice in accordance with the Act.

Tenure The appointment will be based on a permanent contract of employment with the MHC. The probationary period will be for a period of nine months from the date of appointment. Notwithstanding this paragraph and the paragraph immediately following below, this will not preclude an extension of the probationary period in appropriate circumstances. During the probationary period, a staff member’s performance will be subject to review by the line manager to determine whether the staff member: (i) has performed in a satisfactory manner; and (ii) has been satisfactory in general conduct. Prior to completion of the probationary period a decision will be made as to whether the staff member will be retained. This decision will be based on the staff member’s performance assessed against the criteria set out in (i) and (ii) above. The detail of the probationary process will be explained to the staff member by the MHC on commencement of employment. Notwithstanding the preceding paragraphs in this section, the probationary period may be terminated at any time prior to the expiry of the term of the contract by either side in accordance with the Minimum Notice and Terms of Employment Acts 1973 to 2005.

Location The usual place of work will be the Mental Health Commission, Waterloo Exchange, Waterloo Road, D04 E5W7. The MHC reserves the right, at its discretion, to change this location to any other place within Ireland. Staff at the MHC can apply for a blended working arrangement as per the MHC Blended Working Policy.

Hours of Attendance Hours of attendance will be fixed from time to time but will amount, on average, to not less than 40 hours gross of rest breaks or 35 hours net of rest breaks per week. The successful candidate will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of his/her duties, subject to the limits set down in the working time regulations. This may include working evenings and weekends. Outside Employment: The position will be full-time, and the appointee shall not engage in private practice or be connected with any outside business which conflicts in any way with his/her official duties, impairs performance or compromises his/her integrity.

Annual Leave The annual leave allowance for the position of Clerical Officer will be 22 days per annum. This allowance is subject to the usual conditions regarding the granting of annual leave in the public sector, is based on a five-day week and is exclusive of the usual public holidays. The Organisation of Working Time Act 1997 (as amended) The terms of the Organisation of Working Time Act 1997 will apply, where appropriate, to this appointment.

Superannuation and Retirement The successful candidate will be offered the appropriate superannuation terms and conditions as prevailing in the Public Service, at the time of being offered an appointment. Further information is available on request.

Candidates are also advised to refer to the following for further information:

• Incentivised Scheme for Early Retirement
• The Department of Health Circular 7/2010
• Collective Agreement: Redundancy Payments to Public Servants Normal rules of the Public Service will apply as regards eligibility. In the case of the Incentivised Scheme for Early Retirement (ISER), one of its conditions at paragraph 12 of Circular 12/09 debars retirees from the Public Service under that Scheme from applying for another position in the Public Service. Therefore, such retirees cannot apply while the above restrictions continue in force.

Important Notice: The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the employment contract to be agreed with the successful candidate.