Clerical Officers

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.

• Carry out the duties of a Grade III Clerical Officer under the direction of the School Principal, Deputy Principals or designated line manager

• Provide efficient clerical and administrative support to school management, staff and students in a large post-primary school environment

• Act as a first point of contact for parents, students, staff and visitors, including reception duties, telephone calls, emails and general enquiries

• Support key school administrative functions, including student records, enrolment, attendance, examinations, correspondence and statutory returns

• Maintain accurate records using approved school and WWETB systems (e.g. VSware, PPOD, Microsoft 365), ensuring compliance with GDPR

• Prepare, process and file documentation and correspondence accurately and in a timely manner

• Draft routine correspondence and emails as required

• Provide administrative support for school activities, meetings and examinations

• Ensure the efficient organisation of electronic and manual filing systems

• Provide reception cover and administrative support across the school office as required

• Work collaboratively as part of the school administration team and undertake other duties appropriate to the role as assigned

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 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 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:

• Previous clerical or administrative experience in a post-primary school or education setting

• Experience working in a busy, customer-facing office environment

• Experience supporting student administration processes, including enrolment, attendance and examinations

Person Specification

• Familiarity with school administration systems such as VSware, PPOD or similar

• Proficiency in Microsoft Word, Excel, Outlook and electronic filing systems

• Experience handling confidential information in line with GDPR requirements

• The role is based in a busy post-primary school office and involves regular interaction with students, parents or guardians, staff, WWETB personnel and external agencies

• The post holder must demonstrate professionalism, discretion and confidentiality at all times

• Strong organisational skills, attention to detail and the ability to manage competing priorities are essential

• Excellent communication and interpersonal skills are required

• A good standard of information and communication technology and digital literacy is essential

• The successful candidate must be capable of working both independently and as part of a team, using initiative while adhering to established procedures

• Ability to work on own initiative within a flexible, cooperative team structure

• 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 European Economic Area consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

• A citizen of the United Kingdom; or

• A citizen of Switzerland pursuant to the agreement between the European Union and Switzerland on the free movement of persons; or

• A non-European Economic Area citizen who is a spouse or child of a European Economic Area 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-European Economic Area citizen who is a parent of a dependent child who is a citizen of, and resident in, a European Economic Area member state or Switzerland and has a stamp 4 visa