Clerical Officer - School Administrator

Job Description

One Fixed Purpose post initially for one month and on a week to week basis thereafter. Located in Deele College, Raphoe, Co. Donegal.

It is anticipated that interviews will take place on Friday 18th September 2026.

Grade III Clerical Officer

• Complete daily administrative tasks to a high standard including - answering the telephone, dealing with emails, answering queries from parents and tutors and dealing with the general public in the running of an efficient and effective administrative office.
• Prepare and compile reports, letters, emails, Returns and Claim Forms as required.
• Complete tasks and achievement of targets within designated time limits.
• Build a good rapport and establish networks with the key stakeholders.
• Liaise with tutors, learners/students, other administrative staff and other stake holders on a daily basis.
• Keep all databases accurate and up-to-date, as and when required.
• Process invoices in a timely manner on the designated IT System.
• Embrace new technologies and systems.
• Ensure systems are operating efficiently and arrange to contact relevant personnel in a timely manner to ensure systems are operating to their full potential.
• Ensure confidentiality at all times.
• Comply with General Data Protection Regulations (GDPR).
• The post holder will work under the direction of the Line Manager.
• Any other duties or task as determined by the Line Manager.

• Assist the Principal in the day-to-day activities of school administration in areas of reception, general office duties, trouble-shooting and prioritising workload where necessary. Proficiency in computer skills and knowledge of word processing programmes Word, Excel, PowerPoint and Google Drive necessary.
• Manage student records and information and complete enrolment information in conjunction with the Department of Education and Skills Database Esinet and PPOD.
• Prepare and accurately maintain a variety of reports, statistics, records and files relating to students, operations and activities and manage school data using the school database VSware. Maintain and update student records on Way2Pay software.
• Assist in the management of school finances: seek quotations, process orders and process prompt payments using the ETB Purchasing system P2P. Liaise, support and provide assistance to all other purchasing departments within the school.
• Maintain and prepare manual records of all school finances and budgets. Maintain and manage efficient and up to date daily records of all purchases made using the schools Purchasing Card, including use of Purchase Card Module within P2P for reconciling and coding transactions. Lodgement, recording and receipting of all cash received in the school.
• Prepare Letters and Invoices for all parents for the process of collecting school fees through the schools database (VSware) and the schools online payment Way2Pay.
• Preparation of letters and forms as required throughout the year.
• Maintenance of a suitable and efficient filing and records system. Maintain stock of office and classroom materials.
• Deal with queries from the wider community, parents, past pupils and arrange meetings with the Principal.
• Liaise and interact with the Principal, teaching staff, ancillary staff and Special Needs Assistants on a daily basis. Deal with their queries and assist where possible.
• Deal with queries from existing, past and prospective students and parents and assist where possible. Arrange meetings with the Principal.
• Deal with queries from general public and other relevant bodies as specified in and assist where possible.
• Preparation of relevant school forms required for use during the year.
• Maintain stock of office stationery and general classroom materials.
• Maintain a suitable and efficient filing and records system (manual/computerised) in consultation with the Principal.
• Any other task or duties relevant to operation and well-being of school, which may be required from time to time by the Principal.

Personal Specification - Grade III - Clerical Officer

ESSENTIAL

CITIZENS REQUIREMENT

Candidates should note that eligibility to compete for posts is open to:

• Citizens of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, along with Iceland, Liechtenstein and Norway; or
• Citizens of the United Kingdom (UK);or
• Swiss citizens pursuant to the agreement between the European Union and Switzerland on the free movement of persons; or
• Non-EEA nationals who hold a valid Stamp 4 or Stamp 5 immigration permission.

Candidates must be eligible by the date of any offer of employment

HEALTH & CHARACTER

Those under consideration for a position may at the discretion of the employer be required to complete a health and character declaration and a Garda Vetting form. References will be sought. Some posts may require special security clearance. In the event of potential conflicts of interest, candidates may not be considered for certain posts.

PERSONAL ATTRIBUTES

• Acts with professional integrity at all times.
• Ability to use own initiative and know when to seek advice.
• Takes direction and seeks clarity as required.
• Has a friendly, approachable and caring disposition.
• Ability to work well under pressure and to multi-task.
• Ability to develop and maintain good working relationships.
• Is confident, resilient and resourceful.
• Self-motivated in seeking out new technologies to improve work processes.
• Adaptable, capable and competent to carry out the role.

SKILLS

• Works efficiently, delivers high standards of accuracy and displays attention to detail.
• Excellent written and verbal communication skills.
• Excellent administrative, organisational and time management skills.
• Excellent IT Skills with competencies in Word, Advanced Excel, Shared Drive (e.g. Google Docs, Calendar, Sheets, Slides and Google Forms).
• Ability to prioritise, plan and organise tasks to meet tight deadlines.
• Ability to operate multiple systems and focus on the tasks at hand.

SPECIALIST KNOWLEDGE & EXPERTISE

• Experience of working in a dynamic, challenging and changing environment.
• Experience of effective team working to deliver projects on time.
• Experience of IT systems for data entry and reporting.
• Experience of implementing on-line processes to improve service delivery.
• Experience of abstracting large volumes of alpha and numeric data in the format required and troubleshooting as necessary.

QUALIFICATIONS/ EXPERIENCE

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 which can be assessed as being of a comparable to Leaving Certificate standard or equivalent i.e. a full award at Level 5, or higher.

or

Have appropriate relevant experience which encompasses equivalent skills and expertise.

Desirable

Hold recognised business/secretarial qualifications and be proficient in relevant IT packages, particularly in the areas of accounting and school administration.

COMPETENCIES

Competencies will be informed by best practice Public Appointment Service Competency Framework for the Irish Public Service i.e.

• Teamwork
• Information Management /Processing
• Delivery of Results
• Customer Service & Communication Skills
• Specialist Knowledge, Expertise and Self Development
• Drive & Commitment to Public Service Values

OTHER REQUIREMENTS

Be at least 17 years of age on or before the date of advertisement of the Recruitment Competition.

Have a willingness to embrace the Irish Language.

GARDA VETTING

The successful Grade III Clerical Officer will be required to complete a Garda Vetting Application.

About Donegal ETB

Donegal ETB provides a broad range of education and training services, supporting learners, staff, and communities to reach their full potential in a supportive and inclusive environment.

Our people are our greatest asset, and we are committed to delivering high-quality services through strong governance, best practice, and continuous improvement