Clerical Officer - Grade III School Secretary

PERMANENT PART TIME CLERICAL OFFICER – GRADE III SCHOOL SECRETARY COLÁISTE AN CHREAGÁIN (17.5 HOURS)

Applications are invited for the post from suitable, qualified and experienced persons for the post

of Part Time Permanent Clerical Officer, School Secretary which is approved by the Department of Education.

Applications are based on the following Person Specification/Job Description.

CONDITIONS OF SERVICE:

Terms of Appointment:

The post is Part time and Permanent ,17.5 hours per week.

Location:

The successful applicant will be based in Coláiste an Chreagáin, Mountbellew, Ballinasloe, Co. Galway

Remuneration: Salary Scale:

New Entrants:

€29,311- €46,466 (including Long Service Increment), calculated on a pro rata basis.

Pre 01/01/2011 Entrants:

€31,469 - € 46,446 (including Long Service Increment), calculated on a pro rata basis.

IMPORTANT NOITCE RE SALARY:

As per DES guidelines, new appointees who are entering this grade for the first time will start at the minimum point of the scale. Incremental credit may only apply, if, immediately prior to appointment, the appointee is already a serving Civil or Public Servant. Rate of remuneration may be adjusted from time to time in line with Government pay policy.

Starting Salary is not subject to negotiation

Hours of work:

The hours of work are calculated on a pro-rata basis,17.5 hours

per week. Hours may be adjusted from time to time under relevant Public Sector Agreements.

Annual leave:

The Annual Leave entitlement for this post is 22 days (calculated on a pro rata basis).

How to Apply:

Completed applications must be submitted online by 12.00 Noon Tuesday 18th June 2024.

Applications are based on the following Person Specification/Job Description:

Person Specification

Essential

Each candidate must:

• 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; be capable and competent of fulfilling the role to a high standard;
• 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 at least 17 years of age on or before the date of advertisement of the recruitment competition.

Desirable

• Experience in office/secretarial work or related environment;
• Have excellent administrative and IT Skills;
• Be self-motivating, flexible and results focused;
• Ability to prioritise and manage work in a dynamic and pressurised environment;
• Excellent judgement, problem-solving, analytical and decision-making skills;
• Proven record as a team-player with a flexible approach;
• Demonstrated experience of building and maintaining relationships;
• Excellent organisational, communication, and interpersonal skills;
• Have an understanding of the main features and current challenges of public service and regulatory reform;

Inniúlacht le dualgais an phoist a chomhlíonadh go héifeachtach trí mheán na Gaeilge/

Capacity to discharge the duties of the post through the medium of Irish.

School Secretary, Clerical Officer, Grade III

Job Description

The school secretary will work constructively as part of a team and be able to work on own initiative when required. The successful applicant will engage positively with all members of our school community.

Duties:

The main duties associated with the role (in addition to other duties that may be assigned from time to time by the principal)

• Support the principal and teaching staff
• Front office greeting and management of all queries of parents, staff, children and all visitors to the school
• Deal with other bodies e.g. DES, SEC, TUSLA, EWO, HSE
• Managing the telephone, office email and PA system, distribution of messages
• Opening and distributing post and attend to all deliveries
• Manage school filing system
• Input data and update Vsware – school administration system
• Prepare various correspondence documents – emails, letters etc.
• Financial matters – Accounts work including cash handling, invoices, receipts, banking
• Photocopying/laminating/binding/printing
• Purchasing procedures, working knowledge of the procurement framework P2P, maintain supplies
• School inventory
• Assist with applications for school places and enrolment
• Assist with the organising of school events and activities including ordering buses for tours
• Updating noticeboards and school website

Competencies required

The appointee to School Secretary, Clerical Officer (Grade III) post will be required to show evidence of the following competencies:

• Team work
• Shows respect for colleagues and co-workers;
• Develops and maintains good working
• relationships with others, sharing information and knowledge, as appropriate;
• Offers own ideas and perspectives;
• Understands own role in the team, making every effort to play his/her part;

Information Management / Processing

• Approaches and delivers all work in a thorough and organised manner;
• Follows procedures and protocols, understanding their value and the rationale behind them;
• Keeps high quality records that are easy for others to understand;
• Draws appropriate conclusions from information;
• Suggests new ways of doing things better and more efficiently;
• Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc.

Delivery of Results

• Takes responsibility for work and sees it through to the
• appropriate next level;
• Completes work in a timely manner;
• Adapts quickly to new ways of doing things;
• Checks all work thoroughly to ensure it is completed to a
• high standard and learns from mistakes;
• Writes with correct grammar and spelling and draws reasonable
• conclusions from written instructions;
• Identifies and appreciates the urgency and importance of
• different tasks;
• Demonstrates initiative and flexibility in ensuring work is
• delivered;
• Is self-reliant and uses judgement on when to ask manager or
• colleagues for guidance;

Customer Service & Communication Skills

• Actively listens to others and tries to understand their
• perspectives/requirements/needs;
• Understands the steps or processes that customers must go
• through and can clearly explain these;
• Is respectful, courteous and professional, remaining
• composed, even in challenging circumstances;
• Can be firm when necessary and communicate with confidence
• and authority;
• Communicates clearly and fluently when speaking and in
• writing;

Specialist Knowledge, Expertise and Self Development

• Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, spreadsheets, Microsoft Office, relevant policies etc.;
• Clearly understands the role, objectives and targets and how they fit into the work of the unit;
• Is committed to self-development and continuously seeks to improve personal performance;

Drive & Commitment to Public Service Values

• Consistently strives to perform at a high level and deliver a quality service;
• Serves the Government and people of Ireland;
• Is thorough and conscientious, even if work is routine;
• Is enthusiastic and resilient, persevering in the face of challenges and setbacks;
• Is personally honest and trustworthy; At all times, acts with integrity.