Clerical Officer

Job Summary

The Receptionist/Clerical Officer will be responsible for managing the front of house reception and for providing administrative support to the Training Services Administration team. The successful candidate will ideally have excellent communication skills, proficiency in Word Processing/IT and a good working knowledge of the Waterford and Wexford Education and Training Board (WWETB).

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.

▪ Front office/reception duties and act as the first point of contact for Waterford Training Centre – answering main telephone lines, directing enquiries, taking and distributing messages, processing emails and looking after incoming/outgoing post.

▪ Coordinate planned events with relevant internal stakeholders and invited guests when required.

▪ Support Management and staff in maintaining an effective administrative/secretarial system to process all paperwork, input all required information into MIS systems, Learner Payments, Generation of Temporary Staff Contracts on Document Centric Systems (DCS).

▪ Liaise with other units in the support of Apprentices and Learners.

▪ Any other duties appropriate to the post/grade as may be assigned by the Manager.

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:

▪ Minimum of three years previous experience in a reception or customer-facing role, acting as a first point of contact, managing telephone and email enquiries, and dealing professionally with a range of stakeholders.

▪ Experience providing administrative support in a busy environment, including accurate processing of documentation and use of computerised systems (e.g. email, databases, document management or information 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 focused.

▪ 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 complete.

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.

The starting salary for this role is €31,119 per annum pro-rata.