Clerical Officer

SUMMARY OF ROLE

As a Clerical Officer, you will be responsible for performing administrative tasks and providing clerical support across a range of administrative disciplines. Your role will involve assisting with a wide range of administrative functions, including data entry, record keeping, correspondence management, and other clerical duties as needed.

You will operate within the Chief Executive’s Office which interacts internally with all functional areas within Waterways Ireland and externally with senior governmental and departmental officials. The Chief Executive’s Office handles a broad range of sensitive and confidential tasks with professionalism, managing multiple priorities, and delivering results in a fast-paced environment while maintaining the highest levels of discretion, confidentiality, and attention to detail.

KEY FUNCTIONS

• Undertake general office administration.

• Handle confidential information.

• Engaging with internal and external customers and responding to verbal and written enquiries and correspondence.

• Efficient and effective maintenance of accurate records and filing systems.

• Compilation and distribution of presentations, reports and papers.

DUTIES AND RESPONSIBILITIES

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

• Management level support including administration and meeting preparation.

• Attendance at meetings and Minute taking as required.

• Data input – raising Purchase Orders, processing invoices and other information through internal systems.

• Maintenance of accurate records and filing systems to effectively and efficiently manage information.

• Effective management of internal and external queries and correspondence received verbally or in written format.

• Make full use of all office equipment to ensure that communication flows are effective at all times.

• Compile reports, papers, presentations, proposals, letters, memos or charts using Microsoft Office.

• Maintain confidentiality and handle sensitive information with discretion.

• Perform other duties as assigned by Line Manager to support the overall objectives of the department.

• 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 your 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.

PERSON SPECIFICATION

Applicants must clearly demonstrate in their application and at interview, how they meet the Eligibility and Essential Criteria outlined below.

Eligibility Criteria

Applicants must possess:

1. Five GCSEs grades A-C (including English and Mathematics) or equivalent, OR

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

- Competency in productivity software including excellence in the use of PowerPoint, and highly efficient in the use of Word and Excel.

- Dealing with customer queries through a range of communication channels, for example in person, by telephone, email and/or social media.

- Experience of dealing effectively with correspondence and maintaining records in a confidential manner.

- Working to deadlines.

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.