External Courts Service Clerical Officer

1. Operating Environment

The long-term strategic vision for the future of the Courts Service sets out the 10-year plan to 2030 to re-design services around court users, leveraging digital technology to streamline services and ultimately delivering a modern court system. This is an exciting time to be a member of Courts Service staff and be part of our evolving and modernising journey.

2. THE ROLE

Are you looking for a new challenge? Do you want a varied role with fantastic career opportunities in a dynamic, fast paced environment?

The Courts Service is offering entry-level positions for individuals to join our team as a first step toward a rewarding and fulfilling career. These exciting on-site roles in Kilkenny Court Office provide a vibrant work environment and the opportunity to make a real impact.

The Clerical Officer is often the first point of contact for our customers and may be seen as the face of our organisation. In this role you will have an opportunity to learn, develop and gain a knowledge of court proceedings and will be at the forefront of providing our customers access to justice. The office environment is rewarding and fulfilling and gives successful candidates an excellent foundation for career progression.

You will play a key role in the implementation of our exciting modernisation programme and as such, we want to make you the best that you can be.

3. Key Responsibilities

A Clerical Officer will be responsible for:

• Support management and colleagues in providing efficient, team-oriented, and customer-focused service.
• Play a crucial role in assisting customers, including the most vulnerable in society, on a one-to-one basis.
• Network and liaise with Court stakeholders, support the Judiciary, and assist legal representatives and customers to ensure efficient and user-friendly service.
• Prepare Court lists and files, ensuring customers have access to justice.
• Perform general clerical duties.
• Use Information Technology daily.
• Maintain high-quality records in a thorough and organised manner.
• Check all work meticulously to ensure it meets high standards.
• Approach tasks methodically and carefully, ensuring accuracy at all times.
• Approach work in a careful and methodical manner, displaying accuracy at all times.

Note, the above is intended as a guide and is neither definitive nor restrictive.

4. Essential Requirements:

On the closing date of 22 May 2026 candidates must have:

a)      Be at least 18 years of age on or before the closing date.

b)      Fulfil the Citizenship requirements, Health & Character, Garda Vetting & Security Clearance and Reference & Qualification Checks requirements.

c)      Ensure that they meet the criteria regarding Public & Civil Service Redundancy/III Health Retirement Schemes.

d)      A Leaving Certificate or equivalent.

e)      Relevant knowledge and skills to undertake the duties of the position, including a strong command of the English language and the ability to:

·      Take direction/follow instructions.

·      Organise and prioritise work effectively.

·      Work well with the public and colleagues.

·      Be flexible in their approach to work.

·      Be able to communicate effectively in a clear and concise manner.

·      Have a strong work ethic and willingness to learn.

f)        Basic level and experience of relevant ICT skills,

5. Benefits And Opportunities

It is important to us that staff feel supported and are given every opportunity to learn, develop and progress in our organisation.

Our people and organisation strategy places a high emphasis on diversity and wellness, personal and career development and employee engagement, but what does that mean for you?

We will provide an environment where you can:

·       Enjoy the benefits of flexible working hours for a healthy work-life balance.

·       Advance your career with regular promotion opportunities.

·       Receive strong management support to achieve your career goals and development needs.

·       Expand your knowledge of the justice system through internal mobility.

·       Benefit from the refund of fees initiative for further education.

·       Utilise study and exam leave.

Under our People and Organisation Strategy, we are developing a comprehensive training program that prioritises the learning and development of our people. Your journey will begin with a thorough induction program and continue with ongoing engagement with the Learning and Development unit.

Expect to progress quickly in an organisation that values initiative and hard work.

Whether you are a student, graduate, starting your career, or changing careers, we have a role for you in the Courts Service.

Assessment

The Courts Service will short list to select a group for interview who, based on an examination of the CV and application form, appear to be the most suitable for the position. Those that demonstrate evidence at the required level will be called to interview.

Skills and capabilities

Candidates should demonstrate that they have the ability to carry out successfully the duties of the role, as well as the general skills and capabilities for Clerical Officer namely:

Building Future Readiness

Digital Focus

• Utilises technology and digital skills to drive efficiencies and support better service delivery

Openness to Change

• Shows interest and openness to change, innovation and new technology or processes
• Willing to try new approaches, seeking support when needed and openly sharing and learning from mistakes

Innovation & Creative Solutions

• Puts forward innovative ideas, creative solutions or helpful suggestions, no matter how small

Building Expertise & Upskilling for the Future

• Enthusiastic about development opportunities, demonstrating a positive attitude, openness to feedback and willingness to learn
• Committed to improving knowledge and skills for the future
• Develops specialist expertise in their area, through listening and learning from others

Evidence Informed Delivery

Delivering Excellence

Managing Work Effectively

• Manages, plans and prioritises workload to ensure targets and deadlines are met
• Works in a systematic, organised and efficient manner
• Uses their time effectively, seeking additional work or volunteering to support others during quiet periods

Delivering Quality Outcomes & Service

• Maintains a focus on quality, accuracy and attention to detail, even when completing routine tasks
• Delivers high quality and professional customer service
• Actively seeks support, checks and reviews their work to ensure high standards

Attitude, Ownership & Flexibility

• Takes ownership and responsibility over work, strives to become self-sufficient in their area of responsibility
• Gets up to speed with new tasks or roles at an appropriate pace and asks questions to ensure correct understanding
• Flexible, agile and resilient in the face of challenges or changing demands, maintaining a ‘can-do’ attitude and seeking support as necessary

Handling Information, Problems and Decisions

Gathering & Processing Information

• Ability to gather, understand and work with information from a range of different sources
• Handles all information and data carefully, particularly when dealing with sensitive or confidential matters
• Checks, processes, and interprets information and data, in an accurate and timely manner

Problem Solving

• Identifies and solves problems in an effective and efficient manner, with support
• Understands when to escalate issues, sharing all relevant information and working with others to find a solution

Informed Judgement & Decision Making

• Makes good judgements and decisions, considering the available information and following the relevant procedures or protocol
• Makes appropriate and timely decisions on matters within own remit, seeking support and referring decisions upward, where necessary

Communicating & Collaborating

Collaboration, Teamwork & Building Relationships

• Utilises interpersonal skills to build positive and effective working relationships, even in a blended or hybrid working environment
• Effective collaboration and teamworking skills, plays their part and works well with team members

Effective Communication

• Communicates in a clear, helpful and appropriate manner verbally, digitally, and in writing
• Willing to communicate openly, sharing their views, thoughts and concerns
• Keeps others updated, sharing all relevant details
• Approaches difficult conversations with care and professionalism, seeking support when required

Engaging, Including & Listening

• Listens carefully to others and takes on board their views, guidance and feedback
• Appreciates diversity and makes an effort to listen, include and engage with a variety of people

Candidates with Disabilities

The Courts Service has a key role to play in attracting candidates from all sectors of society, ensuring that routes to career opportunities are accessible to all who are interested. We are committed to equality of opportunity for all candidates. If you have a disability or need reasonable accommodation made during the selection process, we strongly encourage you to share this with us so that we can ensure you get the support you need.

Reasonable accommodation in our selection process refers to adjustments and practical changes which would enable a disabled candidate to have an equal opportunity for this competition. Examples of adjustments we provide include the use of assistive technology, extra time, scribes and/or readers or a range of other accommodations.

Please be assured that having a disability or requiring adjustments will not impact on your progress in the selection process; you will not be at a disadvantage if you disclose your disability or requirements to us. Your disability and/or adjustments will be kept entirely confidential.

Interviews

Interviews will take place in person in Kilkenny city centre. Interviews will be structured in format, with candidates asked to provide examples of the capabilities for the role as outlined in Section 7 of this document.

Depending on the number of successful candidates following assessments, interviews will be held in batches.

If a candidate fails to confirm their attendance for interview, their application will be withdrawn.

If a candidate confirms their attendance and fails to show or provide a sufficient reason and timing for not showing, their application will be withdrawn.

It is anticipated the interview will last forty-five minutes.

Panel Formation

To be considered for the panel you must receive 50% or more in all capabilities.

Candidates who successfully pass the interview process may obtain a place on a panel and may, within the life of the panel, be considered for subsequent approved vacancies if they arise for this role.

The candidate who obtains first place on the panel will be the first candidate considered for a position, subject to satisfactory clearances, and so on in order of merit.

The panel will be established for 2 years and appointments may be made from this panel as vacancies arise.

Candidates who have not been offered a position at the expiry of the panel will have no claim to any further positions thereafter because of having been on the panel.

A candidate will only be offered a position once. If the candidate refuses a position, they will be removed from the panel.

Confidentiality

Candidates can expect that all enquiries, applications and all aspects of the proceedings to the extent that they are managed by the Courts Service are treated as strictly confidential subject to the provisions of the Freedom of Information Act 2014. However, candidates should note that all application material may be made available to the interview board. Certain items of information, not specific to any individual, are extracted from computer records for general statistical purposes.

Review and Complaint Procedures under the Code of Practice for Appointments to Positions in the Civil and Public Service

If a candidate is unhappy following the outcome of any stage of a selection process, they can either:

1.     Request a Review of a decision made during the process Or

2.     Make a Complaint that the selection process followed was unfair

A candidate can follow either one of the two procedures in relation to the same aspect of a selection process, but not both. Where a review of a selection process has taken place under Section 7 (as detailed below), a complainant may not seek a further review of the same process under Section 8, other than in the most exceptional circumstances that will be determined by the Commission for Public Service Appointments (CPSA) at its sole discretion.

There is no obligation on the Courts Service to suspend an appointment process while a Review or Complaint is being considered. However, the CPSA expects that, where possible, the Courts Service will intervene in cases where it finds an error is likely to have occurred.

Candidates' Obligations:

Candidates in the recruitment process must not:

• knowingly or recklessly provide false information

• canvass any person with or without inducements

• impersonate a candidate at any stage of the process interfere with or compromise the process in any way

Any person who contravenes the above provisions or who assists another person in contravening the above provisions is guilty of an offence. A person who is found guilty of an offence is liable to a fine and/or imprisonment. In addition, where a person found guilty of an offence was or is a candidate at a recruitment process, then:

·                 where he/she has not been appointed to a post, he/she will be disqualified as a candidate; and where he/she has been appointed subsequently to the recruitment process in question, he/she shall forfeit that appointment.

It is important to remember that this is a competitive process for a role where integrity is paramount. Sharing information on the selection process e.g. through social media or any other means, may result in disqualification from the competition.

In addition, if a person found guilty of an offence was, or is a candidate at a recruitment process, they will be disqualified as a candidate and excluded from the process and if appointed to a post following the recruitment process, they will be removed from that post.

Use of Recording Equipment

The Courts Service does not allow the unsanctioned use of any type of recording equipment on its premises. This applies to any form of sound recording and any type of still picture or video recording, whether including sound recording or not, and covers any type of device used for these purposes. Any person wishing to use such equipment for any of these purposes must seek written permission in advance. Unsanctioned use of recording equipment by any person is a breach of this policy. Any candidate involved in such a breach will be disqualified from the competition.

MATTERS RELATING TO ELIGIBILITY TO APPLY

Citizenship Requirements

Eligible candidates must be:

(a)  A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

(b)  A citizen of the United Kingdom (UK); or

(c)   A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

(d)  A non-EEA citizen who has a stamp 41 or a Stamp 5 permission;

Please note that a 50 TEU visa, which is a replacement for Stamp 4EUFAM after Brexit, is acceptable as a Stamp 4 equivalent.

To qualify candidates must be eligible by the date of any job offer.

Salary

The salary scale for the position (rates effective from February 2026) is as follows:

Clerical Officer - Personal Pension Contribution Salary Scale:

€605.69 €639.04 €647.53 €664.05 €688.44 €712.80 €737.14 €754.87 €774.99

€798.31 €814.74 €837.85 €860.81 €896.63 €924.78(LSI1) €949.31(LS2)

The PPC pay rate applies when the individual is required to pay a Personal Pension Contribution (otherwise known as a main scheme contribution) in accordance with the rules of their main/personal superannuation scheme. This is different to a contribution in respect of membership of a Spouses’ and Children’s scheme, or the Additional Superannuation Contributions (ASC).

A different rate will apply where the appointee is not required to make a Personal Pension Contribution.

Long service increments may be payable after 3(LSI1) and 6(LSI2) years satisfactory service at the maximum of the scale.

Appointees will be expected to perform all acts, duties and obligations as appropriate to this position (which may be revised from time to time).

Tenure and Probation

The appointment is to a permanent position on a probationary contract in the Civil Service.

The probationary contract will be for a period of twelve months from the date specified on the contract. During the period of your probationary contract, your performance will be subject to review by your supervisor(s) to determine whether you –

(i)              Have performed in a satisfactory manner,

(ii)             Have been satisfactory in general conduct, and

(iii)           Are suitable from the point of view of health with particular regard to sick leave.

Prior to the completion of the probationary contract a decision will be made as to whether or not you will be retained pursuant to Section 5A(2) Civil Service Regulation Acts 1956–2005.  This decision will be based on your performance assessed against the criteria set out in (i) to (iii) above.  The detail of the probationary process will be explained to you and you will be given a copy of the Department of Public Expenditure NDP Delivery and Reform’s guidelines on probation.

Notwithstanding the preceding paragraphs in this section, the probationary contract may be terminated at any time prior to the expiry of the term of the contract by either side in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2005.

In the following circumstances your contract may be extended and your probation period suspended.

·       The probationary period stands suspended when an employee is absent due to Maternity or Adoptive Leave.

·       In relation to an employee absent on Parental Leave or Carers Leave, the employer may require probation to be suspended if the absence is not considered to be consistent with the continuation of the probation and

·       Any other statutory provision providing that probation shall -

(i)              stand suspended during an employee’s absence from work, and

(ii)             be completed by the employee on the employees return from work after such absence.

Where probation is suspended the employer should notify the employee of the circumstances relating to the suspension.

All appointees will serve a one-year probationary period.  If an appointee who fails to satisfy the conditions of probation has been a serving civil servant immediately prior to their appointment from this competition, the issue of reversion will normally arise.  In the event of reversion, an officer will return to a vacancy in their former grade in their former Department.

Hours of Attendance

This is a fulltime post, and hours of attendance will be fixed from time to time but will amount to not less than 41 hours and 15 minutes gross per week or 35 hours net per week. Appointees will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of his or her duties subject to the limits set down under working time regulations.

Annual Leave

The Annual Leave allowance is 22 days rising to 23 days after 5 years’ service and to 24 days after 10 years’ service, 25 days after 12 years’ service and 26 after 14 years’ service. This allowance is subject to the usual conditions regarding the granting of annual leave in the civil service, is based on a five-day week and is exclusive of the usual public holidays.

Headquarters

The appointees’ headquarters will depend on location of position accepted.

No hybrid or blended working available.