Clerical Officer

Remuneration

The Salary scale for the post is: (as at 01/03/2025)

€30,810, €32,543, €32,969, €33,835, €35,100, €36,366, €37,634, €38,555, €39,596, €40,805, €41,661, €42,858, €44,067, €46,335, €47,948LSI

Salary Scales are updated periodically and the most up to date versions can be found here: https://healthservice.hse.ie/staff/benefits-services/pay/pay-scales.html

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 in 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 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.

Eligibility Criteria,

Qualifications and/ or experience

Eligible applicants will be those who on the closing date of the competition will have:

(i)               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

(ii)              Passed an examination of at least equivalent standard

OR

(iii)             Satisfactory relevant experience which encompasses demonstrable

equivalent skills

And

• Candidates must possess the requisite knowledge and ability, including a high standard of suitability and management 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

·        Demonstrate depth and breadth of experience of working in an administrative role

·        Demonstrate a commitment to providing a quality service

Other requirements specific to the post

·        n/a

Skills, competencies and/or knowledge

Professional Knowledge & Experience

Demonstrate

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

·        The ability to maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

·        The ability to work in line with policies and procedures

Planning and Managing Resources

Demonstrate

·        The ability to plan and organise own workload in an effective and methodical manner

·        The ability to deliver within timescales and to a quality standard

·        The ability to take responsibility for work and sees it through to completion

Commitment to a Quality Service

Demonstrate

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

·        An awareness and appreciation of the service user

·        The ability to embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment

Evaluating Information, Problem Solving & Decision Making

Demonstrate

·        Strong analytical and numeracy skills, including the ability to analyse data to inform decisions

·        The ability to think through decisions to make sure they are in line with policy and local practice

·        The ability to gather information from enough sources and other people to make well-founded decisions

Team working

Demonstrate

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

·        Contributes to a positive team spirit

·        A willingness to become involved and help team members if they are under pressure

Communication & Interpersonal Skills

Demonstrate

·        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 being called forward 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.

Diversity, Equality and Inclusion

The HSE is an equal opportunities employer.

Employees of the HSE bring a range of skills, talents, diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success – we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience. 

The HSE is committed to creating a positive working environment whereby all employees inclusive of age, civil status, disability, ethnicity and race, family status, gender, membership of the Traveller community, religion and sexual orientation are respected, valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice, bias and discrimination are not tolerated.

The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff, such as those who require a reasonable accommodation at work because of a disability or long term health condition.

Read more about the HSE’s commitment to Diversity, Equality and Inclusion

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).

The CPSA is responsible for establishing the principles to be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards to be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.

Read the CPSA Code of Practice.