Clerical Officer

Requirements and Eligibility for the Post

Candidates must:

• Have the requisite knowledge, skills and competencies to carry out the role. Competencies will be informed by best practice Public Appointments Service competency frameworks for the Irish Public Service.
• Be capable and competent of fulfilling the role to a high standard.
• 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 comparable to Leaving Certificate standard or equivalent or higher, or have appropriate relevant experience which encompasses equivalent skills and expertise.
• Be at least 17 years of age on or before the date of advertisement of the recruitment competition.

Desirable

• Excellent secretarial and administrative skills and telephone manner.
• Excellent IT skills, in particular, highly proficient in the MS Office suite.
• Excellent organisational, communication and interpersonal skills.
• Effective team player, flexible and reliable.
• Ability to work under pressure and keep to deadlines.

Duties of the Clerical Officer May IncludeFinance

• Monitoring, controlling and reconciling all financial allocations to the school, e.g. Main School Budget, Home/School Liaison, Free Book Scheme, Exam Fee Scheme, Special Technology Grants, Junior Certificate, Leaving Certificate Applied (the list is not exhaustive).
• Checking and ensuring the accuracy of traders' accounts, part-time teachers' claim forms, travel claims, petty cash returns and postal franking machine records.
• Processing invoices and payments.
• Use of Way2Pay and collection of cash for use of premises, enrolment fees, book rental fees, telephone charges (including payphones), and occasional items such as school trips.
• Ensuring all payments to the school are recorded, receipted, reconciled and lodged to the appropriate bank accounts.

Personnel

• Maintaining school personnel files.
• Supporting the use of VSWare, PPOD and any other necessary IT systems in use.
• Maintaining teacher attendance records and the consequential work that arises when part-time teachers undertake substitution work.
• Knowledge, awareness and upholding of Child Protection procedures.
• Knowledge, awareness and upholding of GDPR.

Reception Duties

• Meeting all visitors.
• Processing incoming and outgoing communications, mail and telephone calls, ensuring that all information is conveyed to the appropriate people.

Secretarial Duties

• Carrying out all school secretarial work including typing, word processing, filing and copying.
• Maintaining all items of office equipment.

Secretary to Principal

• Providing secretarial and administrative functions on behalf of the Principal in his/her role as School Principal.
• Maintaining, on behalf of the Principal, all confidential items relating to the administration of the school.

The above list is not exhaustive.

All jobs demand a good knowledge and skill in the use of Information and Communication Technologies, and appointees will be expected to use new techniques and technologies as they arise. Appointees are also expected to update their knowledge and skills and develop and use new skills or amended systems.

Confidentiality

The appointee is expected to maintain and treat all matters relating to office, school or centre business, and their work as a Clerical Officer, as strictly confidential. Any breach of this requirement will be treated as a serious matter of misconduct.

Probation

The appointee will be on probation for a period of 12 months. At the expiration of the probationary period, the appointment may be confirmed, probation may be continued for a further period, or the appointment may be terminated, as KWETB may determine.

Eligibility to ApplyCitizenship Requirement

Candidates should note that eligibility to compete for posts is open to citizens of the European Economic Area (EEA) or to non-EEA nationals with a valid work permit.

The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein and Norway. Swiss citizens under EU agreements may also apply.

Health & Character

Those under consideration for the position will be required to complete a health declaration and a Garda Vetting form. References will be sought.

Competencies

The person appointed to the above post will be required to show evidence of the following competencies:

Team Work

• Shows respect for colleagues and co-workers.
• Develops and maintains good working relationships with others, sharing information and knowledge as appropriate.
• Offers own ideas and perspectives.
• Understands own role in the team, making every effort to play his/her part.

Information Management / Processing

• Approaches and delivers all work in a thorough and organised manner.
• Follows procedures and protocols, understanding their value and the rationale behind them.
• Keeps high-quality records that are easy for others to understand.
• Draws appropriate conclusions from information.
• Suggests new ways of doing things better and more efficiently.
• Is comfortable working with different types of information.

Delivery of Results

• Takes responsibility for work and sees it through to the appropriate next level.
• Completes work in a timely manner.
• Adapts quickly to new ways of doing things.
• Checks all work thoroughly to ensure it is completed to a high standard.
• Writes using correct grammar and spelling and draws reasonable conclusions from written instructions.
• Identifies and demonstrates initiative and flexibility in ensuring work is delivered and appreciates the urgency and importance of different tasks.
• Is self-reliant and uses judgment on when to ask a manager or colleagues for guidance.

Customer Service and Communication Skills

• Actively listens to others and tries to understand their perspectives, requirements and needs.
• Understands the steps or processes that customers must go through and can clearly explain these.
• Is respectful, courteous and professional, remaining composed even in challenging circumstances.
• Can be firm when necessary and communicate with confidence and authority.
• Communicates clearly and fluently when speaking and in writing.

Specialist Knowledge, Expertise and Self Development

• Develops and maintains the skills and expertise required to perform the role effectively, e.g. using relevant technologies, IT systems, spreadsheets and Microsoft Office.
• Clearly understands the role, objectives and targets and how they fit into the work of Training Services.
• Is committed to self-development and continuously seeks to improve personal performance.

Drive and Commitment to Public Service Values

• Consistently strives to perform at a high level and deliver a quality service.
• Serves the Government and the people of Ireland.
• Is thorough and conscientious, even if work is routine.
• Is enthusiastic and resilient, persevering in the face of challenges and setbacks.
• Is personally honest and trustworthy.
• At all times, acts with integrity.