Clerical Officer

SUMMARY OF ROLE

To undertake administrative tasks and provide clerical support as required.

KEY FUNCTIONS

·       Dealing with telephone, email, face to face queries.

·       Recording, filing and retrieval of information and documentation.

·       Distribution of information.

·       Production of letters and memos.

DUTIES AND RESPONSIBILITIES

·       Undertaking general office administration including, filing, photocopying, scanning, sending mail and general clerical work.

·       Data input – inputting data / text to IT systems.

·       Maintenance of records and filing systems both manual and electronic to effectively manage all information within a section.

·       Creation and maintenance of mailing lists.

·       Answering the telephone, dealing effectively with routine telephone queries and taking accurate messages.

·       Assist in locating and compiling data for papers/reports as required.

·       Make full use of all office equipment; telephone, PC etc to ensure that communication flows are always effective.

·       Compile minutes of meetings, reports, papers, proposals, letters, memos, or charts using Word, Excel, Powerpoint as required.

·       Assist line manager in carrying out duties of the Body as required

·       Undertake reception duties and deal with visitors to Waterways Ireland

·       Undertake cash management duties including, petty cash, sale of smart cards/publications and lodgements to bank

·       Assist in ordering and maintaining adequate levels of stationery, paper, computer consumables, drinking water, paper towels and stamps

·        Comply with and actively promote Waterways Ireland policies and procedures on all aspects of equality.

·        Complete all training as required by Waterways Ireland within specified timeframes.

The above list is not exhaustive, and you may be required to take on other duties and responsibilities for the effective and efficient performance of the role. The organisation operates within a changing environment, and you will be required to be flexible and adapt to these changes and to develop your role as a result going forward.

The reporting line and key duties and responsibilities of this role may be subject to change following the outcome of a review of the organisation’s structure and staffing.

PERSON SPECIFICATION

Applicants must clearly demonstrate in both their application form and at interview, how they meet the criteria outlined below.

Eligibility Criteria

·       Leaving Certificate (Standard / Ordinary level) – 5 grades A-D (including English and Mathematics) or equivalent, OR

·       A minimum of three years’ relevant experience gained in an administrative role, where relevant is defined as possessing experience in ALL of the following: -

-        IT skills, experience in a range of Microsoft packages which should include Word and Excel.

-        Dealing with customer queries in person, email and by telephone.

-        Experience of handling correspondence and keeping & maintaining records.

Applications will also be considered from candidates with relevant formal qualifications considered to be of an equivalent or higher standard to those stated above.

Candidates must also be able to demonstrate the following competencies in their application and at interview. Please note that this experience may have been gained through working in the public, private, voluntary or community sectors, or in professional practice.

Essential Criteria

·       The ability to effectively use IT systems: Competence in use of Microsoft Office packages, e.g. Word, Excel, Powerpoint.

·       The ability to plan and organise workload to achieve quality results within required timescales.

·       The ability to contribute as an effective team member and to support others.

·       Demonstrate effective interpersonal and communication skills, including the ability to deal effectively with internal /external customers with confidence.

·       The ability to adapt to a changing environment and to work with minimum supervision.

Desirable Criteria

·       Evidence of a recognised professional qualification relevant to the Clerical Officer role.

Short-listing Process

Merit Based Panel

This competition will create a merit-based panel which will last 12 months. Similar opportunities that arise over the next 12 months will be offered to successful applicants in order of merit.

Note

Starting Salary would normally be at the minimum. Consideration of a higher starting salary may be given to applicants with exceptional relevant experience and/or skills.

SALARY SCALE:

€29,829 - €44,296 per year