Clerical Officer

The starting salary for this role is €31,119 per year

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.

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.

▪ Maintain and manage IT systems and databases related to course scheduling, learner registration and referrals.

▪ Accurately input invoices, process orders, and maintain appropriate financial records.

▪ Use administrative systems relating to registrations, ensuring accuracy and attention to detail.

▪ Manage file storage in line with data protection and organisational policies.

▪ Prepare documents related to service provision, including Service Level Agreements (SLAs) and contracts.

▪ Communicate effectively with external partners and stakeholders

▪ Liaise with internal teams

▪ Project manage specific actions as required, ensuring actions are completed to deadlines.

▪ Maintain confidentiality and data integrity in all administrative tasks.

▪ Participate in training and development activities to remain up to date with systems, procedures, and sector requirements.

▪ Ensure all work demonstrates a strong attention to detail and commitment to accuracy.

▪ Understand DSP and entitlements relevant to learners.

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 should there be a high volume of applicants;

▪ Prior work experience in a Further Education and Training College/Centre, or similar

▪ Experience managing learner databases and information management systems, or similar

▪ Experience of financial payment systems

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 completed

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