Clerical Officer

Job Summary

The purpose of this role is to provide dedicated administrative and coordination support to the Director of Further Education and Training and the FET Leadership Team (FLT). The postholder will support the effective operation of the FET Directorate by coordinating meetings, maintaining action and reporting systems, managing records and correspondence, and assisting with the preparation of information required for planning, governance and decision-making. The role will involve regular engagement with FET managers, WWETB support services and relevant external stakeholders. A high level of organisation, accuracy, discretion and confidentiality will be required.

Key Responsibilities

The 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.

▪ Provide direct administrative support to the Director of Further Education and Training and the FET Leadership Team.

▪ Coordinate the FET Director’s diary, appointments and meeting arrangements as required.

▪ Organise FLT and other FET management meetings, including scheduling, venues, agendas and supporting documentation.

▪ Prepare and circulate meeting papers and accurately record minutes, decisions and agreed actions.

▪ Maintain a central FLT action tracker and follow up with responsible managers on outstanding actions and deadlines.

▪ Support the coordination of the FET Director’s scheduled one-to-one meetings with FET managers.

▪ Manage correspondence and enquiries received by the FET Directorate, ensuring that matters are recorded, assigned and followed up appropriately.

▪ Maintain secure and accurate records relating to FET governance, staffing requests, recruitment activity, budgets, capital submissions, policies and strategic projects.

▪ Assist in collating information for the Strategic Performance Agreement, annual service planning, risk reporting and other FET planning and performance processes.

▪ Support the preparation of reports, briefing notes, presentations and returns for the Chief Executive, Senior Management Team, WWETB Board, SOLAS, DFHERIS and other relevant bodies.

▪ Maintain forward planners and reporting calendars for key FET submissions, meetings and governance requirements.

▪ Liaise with FET managers and relevant HR, Finance, Corporate Services, Quality and Estates colleagues on behalf of the Directorate.

▪ Assist with administrative arrangements for stakeholder meetings, events, consultations and visits.

▪ Maintain strict confidentiality in relation to staffing, learner, financial, governance and strategic matters.

▪ Undertake other administrative/secretarial duties appropriate to the Grade III role, as assigned by the FET Director.

This 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 by the CE and to contribute to the development of the post while in the role. 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 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 being of a comparable to Leaving Certificate standard or equivalent 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;

▪ A qualification at Level 6 or higher on the National Framework of Qualifications.

▪ Experience providing administrative support to senior management or a leadership team.

▪ Experience coordinating meetings and preparing agendas, minutes, decision records and action trackers.

▪ Experience maintaining confidential records and structured administrative tracking systems.

▪ Experience collating information for reports, governance processes, formal returns or management briefings.

▪ Experience working in the public, education or Further Education and Training sector.

Person Specification

▪ Demonstrate strong organisational and administrative skills, with the ability to prioritise competing deadlines in a dynamic environment.

▪ Demonstrate a high standard of written communication, accuracy and attention to detail.

▪ Demonstrate competence in Microsoft Outlook, Word, Excel, PowerPoint and Teams, and an ability to learn and use new systems.

▪ Demonstrate an ability to handle sensitive information with discretion and maintain strict confidentiality.

▪ Demonstrate an ability to work both independently and collaboratively with senior managers and colleagues.

▪ Curious and inquisitive with a willingness to learn

▪ Ability to work under pressure

▪ Self-motivating, flexible and results focussed

▪ 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

Eligibility to Apply

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

▪ A citizen of the European Economic Area. 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