Clerical Officer

Job Purpose

The PSI are looking to recruit Permanent Full Time Clerical Officers for various Business Areas. This includes but is not limited to the Community Pharmacy Assurance Team, HR and People Development Team, Pharmacy Practice, Policy, and Engagement Team and Education and Professional Standards Team.

Key Duties and Responsibilities

Clerical Officer administrative support to include processes as defined by each of the Business Areas.

Community Pharmacy Assurance

• Prepare, format and issue investigation-related correspondence.

• Manage case files, upload documentation to internal systems, and maintain accurate investigation logs.

• Assist in the coordination of meetings, interviews, follow-ups and cross-functional activities.

• Support scheduling and logistics for inspections, including preparing packs, drafting templates, and managing records.

• Process inspection outputs and ensure documentation is correctly recorded and filed.

• Maintain spreadsheets, trackers, and dashboards essential for regulatory reporting.

• Support the preparation of documentation and data for senior management, Committee and Council meetings.

• Minute taking, document production, records management, and other administrative duties as required.

• Support the implementation of standard operating procedures and documentation practices across the Community Pharmacy Assurance Business Area.

HR and People Development

• Maintenance of accurate employee records, HR databases and personnel files in line with GDPR and organisational policies.

• Administration of recruitment and selection processes, including advertising, shortlisting administration, interview coordination and candidate correspondence.

• Support for onboarding and offboarding processes, ensuring a positive employee experience and compliance with internal standards.

• Administration of learning and development activities, including training bookings, records, evaluations and reporting.

• Support for employee relations processes, including documentation, tracking of cases and scheduling of meetings.

• Preparation of HR correspondence, reports and returns, supporting audit, governance and compliance requirements.

• General administrative support to the HR and People Development team, contributing to continuous improvement of HR processes and service delivery.

Pharmacy Practice, Policy, and Engagement

• Draft, format and issue correspondence in relation to pharmacy practice queries and guidance.

• Manage shared inboxes and log queries, requests and responses in line with agreed procedures.

• Maintain accurate electronic records, trackers and filing systems.

• Support the coordination of consultation processes, including document collation, tracking submissions and maintaining records.

• Assist with document control and version management for guidance and policy documents.

• Support the scheduling of meetings, preparation of papers and minute taking as required.

• Maintain spreadsheets and trackers to support reporting and oversight.

• Provide administrative support to the team as required, including document production and records management.

• Support the implementation of consistent administrative processes and standard operating procedures within the Pharmacy Practice, Policy and Engagement Business Area.

Education and Professional Standards

• Coordinate logistics for accreditation visits, panels and meetings.

• Prepare documentation packs and manage records associated with MPharm Programme oversight.

• Track actions, correspondence and follow-ups arising from education and accreditation activities.

• Support administration of CPD compliance and non-engagement processes.

• Maintain accurate records, spreadsheets and trackers related to education and professional standards.

• Assist with document control for the Code of Conduct and Core Competency Framework reviews.

• Coordinate meetings, prepare agendas and supporting documentation.

• Draft and issue routine correspondence.

• Assist with minute-taking and action tracking where required.

• Provide administrative support to the team as required.

• Support the implementation of consistent administrative processes and standard operating procedures within the function.

• Providing general administrative support to the Education and Professional Standards Team.

General

• Share knowledge and learning with your team and wider organisation.

• Provide support to organisational projects and activities, working groups, committees, etc.

• Promote and contribute to a culture of continuous improvement, transformation and innovation in the organisation.

• Identify risk and assist the organisation in our purpose of mitigating regulatory risk.

• Participate in cross-functional initiatives and developments that contribute to the delivery of the organisation’s strategic objectives.

• Proactively engage in performance development reviews and actively engaging in opportunities for learning and development.

• Other duties assigned by management and/or the Registrar/Chief Officer.

Important note: The above job description 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. This document must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an ongoing basis.

Key Requirements

Applicants must have, on the closing date for receipt of applications:

• Minimum 1 year experience in a similar administration role.

• Must have working rights in the EU.

• Experience using MS Office including Microsoft Word, Outlook and Excel.

In addition, the following are considered desirable:

• A Level 8 qualification on the National Framework of Qualifications or equivalent experience.

Conditions of Employment

Probation

A probationary period of 9 months applies to this position.

Pay

The salary scale for this post is €31,934 - €49,416 (LSI) (Clerical Officer, Civil Service). Entry will be at the first point of the scale for new entrants and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Subject to satisfactory performance increments may be payable in line with current Government Policy.

Candidates should note that different pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant.

Superannuation

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.

Hours of Attendance/Working Week

The normal working week is not less than 35 hours, exclusive of lunch breaks. 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. The rate of remuneration payable covers any extra attendance liability that may arise from time to time.

Annual Leave

Annual leave is 22 days per annum, pro-annum rising to 26 days in line with the civil service policy and service. This allowance is subject to the usual conditions regarding the granting of annual leave and is on the basis of a five-day week and is exclusive of the usual public holidays and Good Friday.

Outside Employment

This role is full-time, and the appointee may not engage in private practice or be connected with any outside business which conflicts in any way with his/her duties, impairs performance or compromises his/her integrity. The appointee must avoid involvement in outside employment/business interests in conflict or potential conflict with the business of the PSI. Clarification must be sought from management where doubt arises.

How to Apply

To apply for this post, candidates should submit a comprehensive covering letter outlining why they believe their skills, experience and values meet the requirements, an up-to-date CV and the completed application form.

This documentation should be emailed to the HR Team at recruitment@psi.ie on or before the closing date of midnight on Wednesday, 26th August 2026.

Late applications will not be accepted.

The PSI is an equal opportunity employer.

Selection Process

The selection process may include:

• A competitive shortlisting of candidates based on the information submitted in their application. Both essential and desirable requirements will be used to assess the relevance of applications received.

• Up to two rounds of competitive interview before an interview board, which may include an assessment and/or a presentation. It is expected that at least one round of interview will be in person.

• An offer of employment will be dependent upon the candidate furnishing suitable professional references, proof of credentials and upon their successful completion of a pre-employment medical.

A panel of candidates may be established from this competition to fill other permanent and temporary roles under the same job description that may arise over the next 12 months.