Clerical Officer

Remuneration

The salary scale for the post is (01/08/2025): €31,118 €32,868 €33,299 €34,173 €35,451 €36,730 €38,010 €38,941 €39,992 €41,213 €42,078 €43,287 €44,508 €46,798 €48,427 LSI New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Principal Duties and Responsibilities In line with employer policies, procedures and best practice standards the Clerical Officer will:

Administration

• Provide office support, answer queries and provide a reception / telephone service

• Keep themselves appraised of the relevant documentation / procedures as relevant

• Manage data - including maintaining, correcting, collating, interrogating, validating and processing data

• Maintain accurate up to date records filing systems and records (computerised / paper copy)

• Assist with and / or prepare reports as necessary

• Provide required information and support to Service Managers and teams, team members, clients, patients, members of the public etc.

• Action all communications in a timely manner

• Undertake any other administrative support and assignments as directed

• Represent the Service in a positive manner

Customer Service

• Promote and maintain a customer focused environment

• Ensure that service users are treated with dignity and respect

• Act on feedback from service users / customers and report same to Line Manager

Service Delivery and Improvement

• Actively participate in innovation and support change and improvement initiatives within the service

• Identify potential problems / inconsistencies in a timely manner and consult with Line Manager as appropriate

Standards, Policies, Procedures and Legislation

• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively

• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role, for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role

• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/or Experience Professional Qualifications, Experience, etc a) Eligible applicants will be those who on the closing date for the competition have:

• Obtained at least grade D (or 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 Leaving Certificate Applied Or

• Passed an examination of at least equivalent standard Or

• Satisfactory relevant experience which encompasses demonstrable equivalent skills And b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability, for the proper discharge of the office.

Health A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character Each candidate for and any person holding the office must be of good character.

Post Specific Requirements Where a post requires specific experience or skills, this will be notified to panel members at “expression of interest” stage e.g. typing skills.

Other Requirements Specific to the Post Where a post has specific requirements, these will be notified to panel members at “expression of interest” stage e.g. shift work, unsocial hours, access to appropriate transport to carry out the duties and responsibilities of the role.

Additional Eligibility Requirements: Citizenship Requirements Eligible candidates must be:

• EEA, Swiss, or British citizens OR

• Non-European Economic Area citizens with permission to reside and work in the State

Read Appendix 2 of the Additional Campaign Information for further information on accepted Stamps for Non-EEA citizens resident in the State, including those with refugee status. To qualify candidates must be eligible by the closing date of the campaign.

Skills, Competencies and/or Knowledge

Professional Knowledge & Experience

• Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role

• Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

• Demonstrates the ability to work in line with policies and procedures

Planning and Managing Resources

• Demonstrates the ability to plan and organise own workload in an effective and methodical manner

• Delivers within timescales and to a quality standard

• Takes responsibility for work and sees it through to completion

Commitment to a Quality Service

• Demonstrates a commitment to providing a quality service e.g. pays close and accurate attention to detail in their work

• Demonstrates awareness and appreciation of the service user

• Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment

Evaluating Information, Problem Solving & Decision Making

• Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions

• Thinks through decisions to make sure they are in line with policy and local practice

• Gathers information from enough sources and other people to make well-founded decisions

Team Working

• Demonstrates the ability to work on own initiative as well as part of a team

• Contributes to a positive team spirit

• Demonstrates a willingness to become involved and help team members if they are under pressure

Communication & Interpersonal Skills

• Effective communication skills including the ability to present information in a clear and concise manner

• Strong written communication skills

• Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect

Campaign Specific Selection Process: Ranking/Shortlisting/Interview

A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not progressing to the next stage of the selection process. Those successful at the ranking stage of this process, where applied, will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

Tenure

The current vacancies available are permanent/temporary and whole time/part-time. The posts are pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage. Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Working Week The standard weekly working hours of attendance for your grade are 35 hours per week. Your normal weekly working hours will be confirmed at expression of interest stage. Contracted hours that are less than the standard weekly working hours for your grade will be paid pro rata to the full time equivalent. Your contracted hours are subject to change between the hours of 8.00am and 8.00pm in accordance with the terms of collective agreements and HSE Circulars.

Annual Leave

The annual leave associated with the post will be confirmed at Contracting stage.

Superannuation

This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004.

Age

The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.

• Public Servants not affected by this legislation:

• Public servants joining the public service or re-joining the public service with a 26 week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

• Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

Probation

Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.

Protection of Children Guidance and Legislation

The welfare and protection of children is the responsibility of all HSE staff. You must be aware of and understand your specific responsibilities under the Children First Act 2015, the Protections for Persons Reporting Child Abuse Act 1998 in accordance with Section 2, Children First National Guidance and other relevant child safeguarding legislation and policies. All Mandated Persons under the Children First Act 2015, within the HSE, are appointed as Designated Officers under the Protections for Persons Reporting Child Abuse Act, 1998.

Mandated Persons such as line managers, doctors, nurses, physiotherapists, occupational therapists, speech and language therapists, social workers, social care workers, and emergency technicians have additional responsibilities. You should check if you are a Mandated Person and be familiar with the related roles and legal responsibilities. Visit HSE Children First for further information, guidance and resources.

Infection Control Have a working knowledge of Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

Health & Safety It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

• Developing a SSSS for the department/service, as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

• Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained, and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.

• Consulting and communicating with staff and safety representatives on OSH matters.

• Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.

• Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures.

• Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

• Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.

Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.