Clerical Officer

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.

Waterford Training Centre are looking for an experienced clerical officer to join their team to provide administration to the Contracted Training team. The clerical officer will be required to provide support in a prompt and professional manner. They will be responsible for ensuring that the administration for Contracted Training is managed efficiently and that all visitors/calls are dealt with in a timely, professional and friendly manner.

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 administrative support to the Contacted Training Team

▪ Maintain and update systems, including data entry

▪ Deliver high-quality customer service and respond to queries with a customer focus

▪ Coordinate design, procurement and printing of promotional materials. Ensure procurement procedures are followed and stock maintained

▪ Compilation of learner packs for learners and apprentices and ensuring a constant supply of same.

▪ Administer and support the setup of temporary cover Instructors (recruitment, setup, training, contracts)

▪ Maintain the cover Instructor register

▪ Any other duties appropriate to the post as may be assigned as appropriate to the grade.

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;

▪ Hold a qualification at QQI Level 6 (or higher) on the National Framework of Qualifications (NFQ) in a business, administration, clerical, office management or related discipline relevant to the duties of the post.

▪ Minimum of 12 months experience in a role involving regular direct interaction with customers, clients, learners, apprentices, staff or members of the public, including responding to queries and providing support or information.

▪ Strong evidence of IT skills experience and/or relevant IT qualifications.

Person Specification

▪ Excellent organisational, administration & IT skills.

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

▪ MS Office skills (Word, excel, PowerPoint)

▪ 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.