Clerical Officer

The Position

The Council now invites applications from suitably qualified persons who wish to be considered for inclusion on a panel from which permanent and fixed term contract posts for the position of Clerical Officer be drawn.

Clerical Officers make a valuable contribution to the provision of Westmeath County Council’s services. The Clerical Officer will work as part of a multidisciplinary team, assisting with the implementation of work programmes to achieve goals, targets and standards set out in Departmental and Team Development Plans. He/she will also be required to operate the Council’s existing and future IT systems as part of their work.

As part of Westmeath County Council’s commitment to providing quality services to citizens, the Clerical Officer will assist in delivering a wide range of services across the organisation. Clerical Officers provide a point of contact for customers to carry out their business and access information about the Council’s services.

The Clerical Officer should be able to demonstrate a good general education standard and be efficient and customer service focused.

Duties & Responsibilities

• Dealing with members of the public/customers and customer queries

• Public counter/reception work;

• Ensuring delivery of high-quality customer service, responding to queries and providing information

• Assisting in the implementation of operational work activities and supporting Line Managers and work colleagues

• Collating of data and information gathering for reporting

• Inputting and working with computer data

• General clerical duties - filing, photocopying, telephone calls, dealing with emails

• Handling and distribution of mail including electronic correspondence

• Cashiering;

• Processing invoices and payroll for payment;

• Accounts - purchasing, creditors, debtors and general accounts duties

• Taking minutes of meetings;

• Drafting of letters and reports;

• Maintaining high-quality records in a thorough and organised manner

• Approaching work in a careful and methodical manner, always displaying accuracy even when conducting routine/repetitive work

• Interviewing customers, e.g., people applying for housing loans;

• Working as part of a team to ensure delivery of services

• Carrying out such other duties that may be assigned from time to time.

The post holder may be required to perform duties appropriate to the post, other than those detailed above, and to take instructions from and report to an appropriate Officer or such duties as designated from time to time.

Qualifications for the Post

Character

Candidates shall be of good character.

Health

Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Citizenship

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

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

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

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

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

e) 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 the UK or Switzerland and has a stamp 4 visa.

Education, Training, Experience

Candidates must have on the latest date of receipt of completed application forms:

(i) have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme;

or

(ii) have passed an examination of at least equivalent standard;

or

(iii) have had at least two year’s previous service in the office of Clerical Officer, Clerk/Typist (Clerical Duties), Clerk Typist (Typing and Clerical Duties) or Clerk/Typist under a local authority, or health board in the State;

or

(iv) have satisfactory relevant experience which encompasses demonstrable equivalent skills.

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.

The ideal candidate:

• Understand the Council’s purpose and knowledge of public service organisation in Ireland;

• Have an ability to work effectively within a team to achieve a common goal, ensuring standards are adhered to and maintained;

• Have good interpersonal and communications skills;

• Have the ability to provide excellent customer services;

• Understand the changing environment and be capable of adapting to change to deliver quality services to our citizens;

• Demonstrate good administrative experience;

• Have an ability to work on own initiative, in an independent environment and without constant supervision;

• Have an awareness of Health and Safety Legislation and Regulations, the implications for the organisation and the employee, and their application in the workplace.

Particulars of Office (including retirement)

The Post

A panel will be formed for an initial period of one year and this may be extended for a further year at the discretion of the Chief Executive. The panel may be used to fill permanent & fixed term positions that may arise for its duration. Vacancies will be offered in order of merit as per the panel. Vacancies may arise on a county-wide basis. Westmeath County Council reserves the right to assign employees to any work location having regard to funding and/or operational circumstances.

Salary

The current salary for the post of Clerical Officer is €31,935 - €49,413 per annum (including Long Service Increments), as per Circular EL 04/2026. Payment of increments is dependent on satisfactory performance.

Entry point of this scale will be determined in accordance with the Circulars issued by the Department of Housing, Planning, Community and Local Government.

New Entrants to the Local Authority Service commence on the 1st point of the scale in accordance with current Government Policy as set out in Department of the Environment Circular Letter EL 02/2011 of 28th January 2011 and Circular EL 05/2016 dated 5th February 2016.

Remuneration is paid fortnightly by Pay Path directly to the employee’s nominated bank account. The current pay cycle may be revised during the period of employment.

Remuneration is subject to all statutory deductions e.g. PAYE and PRSI. Increments are paid annually subject to satisfactory attendance, conduct and performance and national agreements. Increments may be withheld if performance, attendance and/or conduct are not satisfactory.

You agree that in the event of an overpayment of salary or other monies to you, the Council reserves the right to deduct monies from your “wages” (for the purposes of the Payment of Wages Act, 1991) for the purpose of reimbursement of the Council of the amount of the overpayment(s), in keeping with the Payment of Wages Act 1991, Section 5(5).

Superannuation and Retirement

Membership of the Local Government Superannuation Scheme or the Single Public Service Pension Scheme is compulsory for all employees. Details of the relevant scheme will be provided to the appointee prior to appointment.

A person who becomes a pensionable employee of a local authority who is liable to pay the Class A rate of PRSI contribution will be required in respect of superannuation to contribute to the local authority at the rate of 1.5% of pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children).

A person paying Class A rate of PRSI who becomes a pensionable employee of a local authority will be required in respect of the Local Government (Spouses and Children's Contributory Pension) Scheme to contribute to the local authority at the rate of 1.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children).

A person who becomes a pensionable officer of a local authority who is liable to pay the Class D rate of PRSI contribution will be required in respect of his/her superannuation to contribute to the local authority at the rate of 5% of pensionable remuneration. A person paying Class D rate of PRSI who becomes a pensionable Officer of a local authority depending on their existing scheme, may be a member of a dependent scheme i.e. either the Local Government (Widows & Orphans Contributory Pension) Scheme or Local Government (Spouses and Children’s Contributory Pension) Scheme and if a member of either scheme will be required in respect of this to contribute to the local authority at the rate of 1.5% of pensionable remuneration in accordance with the terms of the scheme.

Employees are admitted to the Superannuation Scheme in accordance with the terms of the Local Government Superannuation (Consolidation) Act, 1998 and the Superannuation (Miscellaneous Provisions) Act 2004, with effect from date of appointment. This scheme is contributory and provides pension, retirement and death gratuities.

In order for a new entrant to the scheme to qualify for a pension, the employee must have served a minimum of two years’ employment in a local authority.

For new entrants under the Single Public Service Pension Scheme, effective from 1st January 2013, superannuation contributions are as follows: 3.5% of net pensionable remuneration and 3% of pensionable remuneration. Pension and retirement lump sum will be based on career-average pay; pensions will be coordinated with the State Pension Contributory Public Service Pensions (Single Scheme and Other Provisions) Act 2012. The compulsory retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 is 70 years.

Public Service Superannuation (Miscellaneous Provisions) Act, 2004:

There is no mandatory retirement age for ‘New Entrants’ from 1st April, 2004 to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004. 65 years is the minimum age at which a person may be paid. As a new entrant to the public service, under the terms of this legislation, new entrants will not be required to retire on grounds of age.

Anyone who is not a ‘New Entrant’ to the public service, defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is subject to compulsory retirement age of 70 years.