Clerk of Works

SECTION 1: THE ROLE

Cork County Council invites applications from suitably qualified persons who wish to be considered for inclusion on a panel which may be formed to fill permanent and temporary vacancies for Clerk of Works in any of the Council’s functional areas, which may include but not limited to Asset Management & Land Development, Capital Delivery, Economic Development & Strategic Planning, Housing, Planning & Environment, Roads, Transportation & Area Services Directorate.

The initial vacancies to be filled are in Housing and Planning & Environment.

The person/s appointed will work under the direction and control of the Senior Engineer / Senior Executive Engineer or other Officer designated by the Director of Services or the Chief Executive.

Housing Directorate

The position of Clerk of Works, Housing is one which provides required oversight to ensure that existing rented properties are up to current minimum rented standards and that all construction works on new housing units and housing maintenance operations are carried out in accordance with relevant legislation, Cork County Council Specifications, regulations, construction standards, codes of practice, etc., and that all materials are provided and utilised in accordance with all manufacturers’ requirements and recommendations.

The Housing Directorate undertakes a broad range of functions, and any appointees may be required to undertake duties relating to Housing Construction, Housing Maintenance, Energy Retrofit & Adaptation works, inspections of Council owned and privately rented properties, and assessment and inspections of improvement grants to privately owned properties. The position may require regular property and site inspections, detailed technical report writing, staff supervision and assistance in the oversight, maintenance and refurbishment of houses, apartments, and community and civic buildings.

Planning & Environment

The Clerk of Works role within the estates section of the Planning and Environment Directorate is responsible for the supervision of all public realm construction related activities (except water and wastewater). It is imperative that the Clerk of Works has excellent interpersonal and communication skills to liaise and co-ordinate with multidisciplinary stakeholders.

The estates section of the Planning and Environment Directorate also manages the administrative and technical process of “taking in charge”. The section is charged with ensuring that estates are completed satisfactorily and taken in charge promptly for the benefit of the occupants of housing estates in County Cork. “Taking in charge” is a formal process where the local authority assumes liability and responsibility for roads, footpaths, and public spaces within a private residential development.

The section’s functions include:

• Inspecting housing developments to ensure works are completed to the required standard.

• Managing bonds/cash securities lodged by developers to guarantee the completion of estates.

• Liaising with other sections of the Council and authorities, such as Area Offices, Public Lighting and Uisce Éireann.

SECTION 2: DUTIES

The duties may include but are not limited to the following, and the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

2.1 Core Duties (All Departments)

To carry out inspections on site developments/works as directed and to prepare weekly reports on each project to the employer’s representatives and the Council’s Project Manager/Architect/Engineer in strict timeframes. Construction defects must be identified, recorded, and reported in this weekly report.

To monitor and assess contract programme, including liaising with the Employer’s Representative, the Assigned Certifier, Architect, Engineers and/or Project Manager.

To ensure compliance with Health and Safety legislation and regulations, and Cork County Council’s Safety Management Systems.

To ensure the work being implemented complies with all relevant legislation and regulations including planning and procurement requirements.

To undertake inspections that require decisions to be made on the condition of a building, and to prepare reports on same, i.e. stating the building is deemed unfit, needs repairs or is safe for human occupation.

To measure and record contract variations and prepare snag lists.

To keep accurate electronic and written records of inspections, notices, Court Orders, etc.

To maintain a diary and good photographic records and files of all projects, works, constructions and inspections.

To work with senior management in devising and implementing strategies leading to improved efficiencies in the delivery of services.

To carry out administrative duties as required to ensure the efficient and effective operation of his/her area of responsibility.

To deal with members of the public in a courteous, prompt and efficient manner and to keep the Engineer/General Foreperson informed of such dealings.

To operate computer-based systems such as CRM as required to ensure the efficient and effective operation of his/her area of responsibility.

Undertaking any other duties of a similar level and responsibility as may be required or assigned from time to time.

2.2 Housing

To carry out inspections on site developments as directed and to prepare weekly reports on each project to the employer’s representatives and the Council’s Project Manager in strict timeframes. Defects of construction must be identified, recorded, and reported in this weekly report.

To monitor and assess contract programme, including liaising with the Employer’s Representative, the Assigned Certifier, Architect, Engineers and/or Project Manager.

To ensure compliance with Health and Safety legislation and regulations, and Cork County Council’s Safety Management Systems.

To ensure the work being implemented complies with all relevant legislation and regulations including planning and procurement requirements.

To undertake vacancy surveys, level surveys or visual surveys of sites and village or urban centres.

To measure and record contract variations and prepare snag lists.

To undertake procurement of small contracts for minor site enabling works, disabled persons adaptation works, vacant house refurbishments and other such minor works.

To undertake regular maintenance inspections and reports on existing Council properties, including liaising with Council Tenants and Elected Representatives and procuring, scheduling and overseeing works arising from such inspections.

To undertake inspections and prepare reports of private and Council owned and rented accommodation to ensure that properties are fit for habitation and in compliance with the Minimum Rented Standards Guidelines.

To undertake inspections that require decisions to be made on the condition of a building and to prepare reports on same, i.e. stating the building is deemed unfit, needs repairs or is safe for human habitation, and to complete an estimate of costs thereof.

To ascertain the names and addresses of owners, agents and occupiers of buildings/structures and take appropriate action including the preparation and serving of notices and requisitions where necessary.

To undertake assessment of technical aspects of grant applications for works to privately owned houses, for items such as extensions, disabled persons adaptation works and home improvements, and to undertake an estimate of costs thereof.

To undertake inspections of privately owned houses where works relating to Disabled Persons Grants or Home Improvement Grants are being undertaken to ensure standards, building regulations and the engineer’s drawings are being met on behalf of Cork County Council.

To keep accurate electronic and written records of inspections, notices, Court Orders, etc.

To maintain a diary and good photographic records and files of all projects, works, constructions and inspections.

To undertake inspections of properties proposed to be acquired by Cork County Council and to prepare conditional reports and associated duties.

To work with senior management in devising and implementing strategies leading to improved efficiencies in the delivery of services.

Undertaking any other duties of a similar level and responsibility as may be required or assigned from time to time.

2.3 Planning & Environment

To supervise construction works on new residential developments (except water and wastewater services) to ensure they are carried out in accordance with the grant of planning permission(s) and all relevant legislation, specifications, regulations, construction standards and codes of practice, and that all materials are provided and utilised in accordance with all manufacturers’ requirements and recommendations.

To ensure legacy residential estates are in accordance with Cork County Council’s Taking in Charge Policy and Procedure (as far as reasonably possible) and comply with relevant planning permission(s), which may require liaising with relevant developers, departments within Cork County Council and/or coordinating the procurement of works to ensure the estate is completed to an acceptable Taking in Charge standard.

To carry out the necessary inspections of residential developments proposed for Taking in Charge by a developer and liaise with the necessary departments within Cork County Council and prepare conditional reports as necessary.

To liaise and coordinate with Area Office staff in relation to new and existing residential developments and facilitate joint inspections as necessary.

To liaise and coordinate with Uisce Éireann staff (or their agents) in relation to existing residential developments and facilitate joint inspections as necessary.

To supervise CCTV (storm water only) within residential developments where a valid Taking in Charge application is receipted, prepare necessary snag lists and liaise with the developer as necessary.

To maintain a diary and good photographic records and files of residential developments.

To be aware at all times of the duties of contractors, sub-contractors, direct labour staff and any others under the Safety, Health and Welfare at Work (Construction) Regulations, 2013 and all relevant safety legislation.

To prepare bond estimates for residential developments.

To liaise with clerical staff within the Directorate on all issues relating to residential developments.

To assist with residential enforcement complaints received and work with the relevant technical, clerical and legal staff in relation to obtaining reports, file progression, etc.

To be highly proficient in computer skills such as Outlook, Excel and Word.

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

The above specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

SECTION 3: ELIGIBILITY CRITERIA / QUALIFICATIONS

1. Character

Each candidate must be of good character.

2. Health

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

3. Education, Experience, etc.

Each candidate must:

(i) (a) hold a degree in Engineering or Architecture;

or

(b) hold a National Certificate/National Diploma in Construction Studies or Civil Engineering issued by the National Council for Education Awards/Further Education Training Awards Council;

or

(c) in the case of an office involving building construction work, as an alternative to the qualification at (a), be a member of the Institute of Clerk of Works in Ireland, or possess a full course certificate in building issued by the Technical Instruction Branch of the Department of Education, or a first class Technological Certificate (Intermediate Stage), or a Technological Certificate (Advanced Stage) issued by the Department of Education, or have had satisfactory supervisory experience of building work, including housing;

(ii) have an adequate knowledge of civil engineering works or of building construction;

(iii) be capable of writing clear and concise reports, keeping works records, measuring and recording all variations from contract and reading drawings;

(iv) have a satisfactory knowledge of the surveying, levelling and setting out of works.

4. Each candidate must satisfy the local authority that he/she has had adequate experience of a type which would render him/her suitable to perform satisfactorily the duties of the office for which he/she is a candidate.

5. Age

Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant within the meaning of the Public Services Superannuation Act, 2004. A candidate who is not classified as a new entrant must be under 70 years of age.

6. Transport

When required to do so, holders of the office shall hold a full driving licence for Class B Vehicles and shall drive a motor car in the course of their duties and for this purpose provide and maintain a car to the satisfaction of the local authority.

7. Required Skillset

In the context of the key duties and responsibilities for the post of Clerk of Works listed above, the ideal candidate should demonstrate through their application form and at interview that they have knowledge, experience, skills and competencies:

• Have adequate experience of a type which would render him/her suitable to perform satisfactorily the duties of the office for which he/she is a candidate.

• Have a minimum of 5 years relevant experience.

• Have knowledge and awareness of health and safety legislation and safety regulations including the application of health and safety in the workplace with particular emphasis on construction sites, understanding the implications that could arise for the organisation, and understanding the duties of safety management positions in the workplace.

• Have an ability to manage deadlines, effectively handle multiple tasks, request and collect relevant information, identify potential exposures and gaps, evaluate results, summarise conclusions, and present recommendations.

• Have the ability to represent Cork County Council in court.

• Be able to demonstrate a strong ability in the following areas:

o Delivering Quality Outcomes and Ensuring Compliance

o Communicating Effectively

o Judgement, Analysis, Problem Solving and Decision Making

o Management and Delivery of Results

SECTION 4: COMPETENCIES

A Competency Based Application Form requires you to describe some of your personal achievements to date that demonstrate certain competencies required for the position for which you are applying. For each competency, you are given a description of a skill or quality. You are then asked to describe a situation from your own experience which you think is the best example of what you have done which demonstrates this skill or quality.

It is essential that you describe how you demonstrated the skill or quality in question. Therefore, compose your replies carefully in this section and try to structure what you write so that you give specific information about what you have done.

For each example, please include the following:

a) the nature of the task, problem or objective;

b) what you actually did and how you demonstrated the skill or quality, and where appropriate, the date you demonstrated it;

c) the outcome or result of the situation and your estimate of the proportion of credit you can claim for the outcome.

The information you present in your application may form part of a shortlisting process and may also be used to help structure your interview, should you be invited to one. A shortlisting process may be applied based on two or more of the competencies and on other information you provide in your application form.

Please note that, should you be called to interview, the board may look for additional examples of where you demonstrated the Knowledge, Experience, Skills and Competencies required for this post.

SECTION 5: TENURE

The position is for both permanent and temporary whole-time. The post is pensionable. A panel may be formed to fill permanent and temporary vacancies for Clerk of Works which may arise during the lifetime of the panel.

SECTION 6: SALARY

The salary scale for the post is €57,322 – €70,030 per annum:

€57,322 – €58,689 – €60,356 – €63,491 – €65,363 (Maximum), €67,690 (1st LSI) (after 3 years satisfactory service on the Maximum), €70,030 (2nd LSI) (after 3 years satisfactory service on the 1st LSI).

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

Rate of remuneration may be adjusted from time to time in line with Government Policy.

SECTION 7: LOCATION OF POST

The base for working purposes shall be the work site or as determined by Cork County Council. Holders of the office shall reside in the district in which their duties are to be performed or within a reasonable distance thereof.

SECTION 8: WORKING HOURS

The working hours at present provide for a five-day, thirty-five hour working week. A flexible working hours system is in operation and may be availed of subject to the terms and conditions of the FlexiTime Policy.

SECTION 9: ANNUAL LEAVE

The current annual leave entitlement is 30 days per annum. Cork County Council’s leave year runs from 1 January to 31 December. Granting of annual leave, payment for annual leave and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended).