Clerical Officer

The starting salary for this role is €31,935 per annum pro-rata Job Summary

The purpose of this role is to provide high-level administrative support to Waterford and Wexford Education and Training Board (WWETB). The successful candidate will assist in the delivery of quality services, in line with the organisation's remit, working collaboratively with colleagues across WWETB and the wider community, including schools and Further Education and Training Centres. WWETB is committed to continually improving the quality and effectiveness of its services and systems, spanning multiple functions, including Schools, Further Education and Training Centres, Finance, Human Resources, and Corporate Services. The responsibilities of this role will support these efforts, as detailed below.

The Centre Administrator will be responsible for managing the day-to-day administrative operations of the Gorey FET Centre. This role is crucial in ensuring the smooth functioning of the centre, providing high-quality customer service, and supporting the needs of students, staff, and the wider community.

Key Responsibilities

The Centre Administrator/Clerical Officer plays a vital role in providing administrative support and ensuring the smooth operation of the assigned area. Working closely with line managers and colleagues, the successful candidate will contribute to the delivery of services and the achievement of organisational goals.

Reception Duties:

• Meet and greet the public, students, and staff

• Direct walk-ins and potential students to appropriate programme personnel

• Gather expressions of interest and handle student, telephone and email queries

• Manage car parking and staff queries

• Liaise with programme staff for updates or changes

• Handle room booking requests and communicate centre updates to staff

• Maintain the reception information hub and manage media/communications for events and open days

Procurement:

• Price, order, process deliveries, and handle invoicing and filing

• Ensure timely procurement of necessary supplies and materials

Facilities & Operations:

• Oversee maintenance for the centre and act as the first point of contact for public/student health & safety queries

• Update health & safety records and take minutes for housekeeping and health & safety meetings

• Maintain, update and arrange health & safety training records

• Contact maintenance personnel for building repairs and upkeep

• Arrange visits and inspections from contracted and non-contracted services

• Manage printing and IT queries and maintain the key holding and laptop register

Administrative Support:

• Provide administrative support to programme staff and management

• Assist with the coordination of events, meetings, and training for cleaning and caretaking staff

• Maintain accurate records and documentation

This job description offers a broad outline of the role’s key duties and is designed to be flexible and adaptable. It will be reviewed periodically to ensure it remains aligned with organisational needs.

Essential Requirements

The following outlines the essential qualifications, skills, and competencies required for candidates applying for the Centre Administrator/Clerical Officer position. These criteria are designed to ensure that applicants possess the necessary foundation to excel in the role and contribute effectively to the organisation’s goals.

• Have the requisite knowledge, skills and competencies to carry out the role. Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service

• 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 the QQI qualifications framework which can be assessed as comparable to Leaving Certificate standard or higher, or have appropriate relevant experience which encompasses equivalent skills and expertise

• Be capable and competent of fulfilling the role to a high standard

• Be at least 17 years of age on or before the date of the advertisement of the recruitment competition

Desirable Requirements

The following outlines the desirable requirements for candidates applying for the Clerical Officer position and may be used to facilitate shortlisting should there be a high volume of applicants:

• Minimum of 3 years’ experience in a public-facing role

• Minimum of 3 years’ experience in a Further Education and Training work environment

• Level 5 qualification, or higher, in Office Administration or related field

Person Specification

• Excellent organisational, administration and IT skills

• Excellent time management skills

• Strong communication and interpersonal skills

• Proficiency in Microsoft Office Suite and other relevant software

• Attention to detail and problem-solving abilities

• Ability to work on own initiative within a flexible, co-operative team structure

• MS Office skills (Word, Excel, PowerPoint)

• Attentive and inquisitive with a willingness to learn

• Ability to work under pressure

• Self-motivating, flexible and results focused

• Ability to prioritise and manage work in a dynamic and fast-paced environment

• Proven record as a team player

• Goal oriented in a manner that ensures work is comprehensively complete

Key Competencies

Customer Service Orientation: Commitment to providing high-quality customer service and maintaining the standards set out in the WWETB Customer Service Charter

Adaptability: Ability to handle a variety of tasks and adapt to changing priorities

Team Collaboration: Work effectively with colleagues and contribute to a positive team environment

Confidentiality: Maintain confidentiality and handle sensitive information with discretion

Eligibility to Apply

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

• A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

• A citizen of the United Kingdom (UK); or

• A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

• A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or

• 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

• 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 Switzerland and has a stamp 4 visa