Clerical Officer

Applications are invited from suitably qualified persons who wish to be considered for inclusion on a panel from which permanent and/or temporary vacancies for the position of Clerical Officer (Grade III) in Monaghan County Council shall be filled.

The role

Clerical Officers make a valuable contribution to the provision of the Local Authority’s services. The Clerical Officer 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 Plans and to deliver quality services to internal and external customers. The successful candidate will also be required to operate the Local Authority’s existing and future ICT systems as part of their work.

The duties of a Clerical Officer are varied and can involve assignment to different parts of the organisation or different areas of work. The work of the Clerical Officer requires that employees in the role function in a flexible manner and work effectively together as a team to deliver required outcomes or outputs. 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 ideal candidate must be able to demonstrate that they have sufficient experience and a proven track record in the following:

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

• Understanding the role of a Clerical Officer

• Relevant administrative experience and clerical skills

• High level of attention to detail and accuracy

• Strong customer service ethos

• Excellent organisational and task management skills

• Self-motivation with ability to work on own initiative

• Strong interpersonal and communication skills

• Working effectively as part of a team

• Planning and prioritisation of workloads

• Ability to work effectively under pressure to tight deadlines

• Operation of ICT systems and standard office software packages

• Ability to communicate effectively across different levels within an organisation

• Maintaining confidentiality

• Awareness of Health and Safety legislation and regulations

DUTIES AND RESPONSIBILITIES

The Clerical Officer is the entry-level administrative grade in Local Authorities in Ireland. Clerical Officers are deployed across a vast range of services throughout the organisation, providing a vital role through a range of administrative duties.

To become a Clerical Officer, a person must demonstrate a good general educational standard, be efficient and customer focused, and have good knowledge and experience of operating ICT systems.

The Clerical Officer shall perform such duties as may from time to time be assigned in relation to employment and as may be appropriate to any function of the council and shall carry out such instructions as may be given in relation to the performance of their duties.

The duties to be assigned include the following, although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

• Participating in and supporting the work of the section or department to ensure that work programmes are delivered in accordance with operational plans

• Dealing with public/customers, including public counter/reception work

• Communicating and liaising with team members, supervisors, members of the public, and others in relation to operational matters in their section or area of work

• Communicating and providing information in a professional and courteous manner to elected members and customers through face-to-face interaction, by telephone, email, etc.

• Ensuring high levels of customer service, responding to queries and requests for information in a professional, courteous, and timely manner

• Processing applications for services in accordance with Council policies, procedures, and plans

• Carrying out a range of administrative tasks including photocopying, scanning, preparing letters/documents/presentations for public circulation, typing, minute taking, report/returns preparation, filing, arranging meetings, processing invoices, receipting/balancing payments including cash, and handling internal/external mail

• Operation of the financial management system and other local government systems

• Maintaining high quality records in a thorough and organised manner

• Approaching work in a careful and methodical manner, always displaying accuracy, even when conducting routine or repetitive work

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

• Supporting and assisting team members as required

• Participating in corporate activities and responsibilities appropriate to the grade

• Participating in all change management initiatives within their area of work or the wider organisation

• Carrying out duties in a politically neutral and impartial manner that enhances public trust and confidence in the local authority decision-making process

• Participating in the Performance Management Development System (PMDS)

• Participating in and completing all essential training successfully

• Operating in compliance with Health and Safety legislative requirements, policies and procedures, and safe systems of work

• Deputising for the line manager, or equivalent, as required

• Preparing reports, correspondence, and other documents, as necessary

• Undertaking any other duties of a similar level and responsibility as may be required from time to time

These duties are indicative rather than exhaustive and outline the main functions and responsibilities of the post of the Clerical Officer and may be subject to change in the future. The post holder may therefore be required to perform duties appropriate to the post, other than those detailed above and to take instruction from and report to an appropriate officer or such designated officer as may be assigned from time to time by Monaghan County Council.

ESSENTIAL QUALIFICATIONS FOR THE POST

1. Character

Candidates shall be of good character.

2. Health

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

3. Citizenship:

Candidates must, by the date of any job offer, be:

(a) A citizen of the European Economic Area (EEA). 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 UK 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 the UK or Switzerland and has a stamp 4 visa.

4. Education, Training and Experience

Each candidate must, on the latest date for receipt of completed application forms for the post:

(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. (At least Grade B in Foundation Level Mathematics and Grade C in Foundation Level Irish may be considered as equivalent to Grade D (or a Pass), in Higher or Ordinary Level, 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 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.

Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications. Oversees qualifications must also be accompanied by a translation document.

Each candidate must include on the application form details of all qualifications obtained by them. The invitation to attend for Interview is not to be regarded as an admission that you possess the prescribed qualifications and/or requirements for this post or are you qualified by law to hold the post. Documentary proof will be required before appointment where you claim credit for particular qualification, experience, etc.

COMPETENCIES FOR THE POST

Key Competencies for the post are outlined in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings including knowledge, experience and skills.

Competency

Customer Service and Communication Skills:

• Takes pride in the quality of service delivered and seeks to improve it

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

• Understands that procedures apply and can clearly explain these to customers

• Is respectful, courteous, and professional, remaining composed even in challenging circumstances when dealing with members of the public and other stakeholders

• Can be firm when necessary and communicate with confidence and authority

• Has excellent verbal and written communication skills

Delivering Results:

• Takes responsibility and delivers quality work and customer service

• Completes work in a timely manner

• Adapts quickly to new ways of doing things and suggests improvements for greater efficiency

• Demonstrates initiative and flexibility in ensuring work is delivered

• Identifies problems and contributes to solutions

• Plans and organises workloads in order to meet deadlines

• Identifies and appreciates the urgency and importance of different tasks

• Has excellent administrative ability

Teamwork:

• Demonstrates dignity and respect for colleagues and co-workers

• Has the ability to engage with staff and work as part of a team to ensure delivery of work programmes and plans

• Builds and maintains positive working relationships, sharing information and knowledge as appropriate

• Demonstrates the ability to resolve conflict situations

• Accepts direction and contributes positively to achieve corporate objectives

• Contributes ideas, suggestions, and perspectives on how service activities can be improved

• Understands own role in the team and makes every effort to contribute

Organisational Skills / Personal Effectiveness:

• Has relevant administrative experience and clerical skills, including knowledge and experience of operating ICT systems such as Microsoft Office, including Word and Excel

• Follows procedures and protocols, understanding their value and rationale

• Maintains a positive and enthusiastic attitude to deliver a quality service

• Takes initiative and is open to taking on new challenges or responsibilities

• Demonstrates personal motivation, resilience, and integrity

• Manages time and workload effectively and remains calm under pressure

• Is comfortable working with different types of information, for example written and numerical information

Knowledge, Experience and Skills:

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

• Understanding the role of a Clerical Officer

• Knowledge and experience of operating ICT systems

• Experience working as part of a team

• Relevant administrative experience and clerical skills

PRINCIPAL TERMS AND CONDITIONS

The Competition

Monaghan County Council invites applications from suitably qualified persons, who wish to be considered for inclusion on a panel from which permanent and temporary vacancies for the post of Clerical Officer (Grade III) shall be filled. The post(s) shall be wholetime, permanent and pensionable. Monaghan County Council reserves the right to, at any time, to reassign an employee to and Department.

The post holder shall not engage in any gainful occupation, other than as an employee of a local authority, to such an extent as to impair the performance of his or her duties as an employee of a local authority or in any occupation which might conflict with the interests of the local authority, or which might be inconsistent with the discharge of his/her duties as a local authority employee.

Salary:

The salary shall be fully inclusive and shall be as determined from time to time. Starting pay for new entrants will be at the minimum of the scale. Holders of the post shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to or received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform. An allowance may also be payable in respect of travel expenses and subsistence.

The salary scale for the post is: -

€31,619, - €33,368, - €33,802, - €34,674, - €35,952, - €37,231, - €,38,510, - €39,439, - €40,492, €41,711, - €42,578, - €43,789, - €45,006, - €47,297, 1st LSI €48,924.

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government, and Heritage. Appointees who are not existing public servants will enter at the minimum point of the scale.

Probation:

Where a person who is not already a permanent employee of a local authority is appointed, the following provisions shall apply: -

(a) there shall be a period after such appointment takes effect, during which such person shall hold such position on probation;

(b) such period shall be twelve months, but the Chief Executive may, at his discretion, extend such period;

(c) such person shall cease to hold such office at the end of the period of probation, unless during such period, the Chief Executive has certified that the service of such person is satisfactory.

Hours of Duty:

The successful candidate’s normal hours of work will be 35 hours per week. Flexible working arrangements apply. The Council reserves the right to alter the hours of work from time to time. The role requires flexibility in terms of working hours as the duties may involve working outside of normal office hours.

Annual Leave

The annual leave entitlement will be 27 days per annum, rising to 29 days after 5 years’ service.

Health

For the purpose of satisfying the requirement as to health it will be necessary for each successful candidate, before he/she is appointed, to undergo a medical examination by a qualified medical practitioner to be nominated by the local authority.

Superannuation:

Membership of the Local Government Superannuation Scheme or the Single Public Service Pension Scheme is compulsory for all employees. Details will be provided to the appointee prior to appointment.

Superannuation contributions

Persons who become pensionable officers of a Local Authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children).

Persons who become pensionable officers of a Local Authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 5% of their pensionable remuneration.