School Secretary

QUALIFICATIONS/EXPERIENCE

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.

SKILLS

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.

COMPETENCIES

• Team Work

• Customer Service and Communication Skills.

• Information Management/Processing

• Delivery of Results.

• Specialist Knowledge, Expertise and Self Development.

• Drive and Commitment to Public Service Values.

Post Summary/Job Purpose:

The successful candidate will be appointed at Grade III level with appointee(s) having responsibility, under the general direction of school management. The Grade III (Clerical Officer) is a support position within MSL ETB and is assigned responsibility for the day to day operation of a work area. The post holder will promote and maintain best practices to ensure a quality service is delivered at all times. This is a Specified Purpose Contract until 01.09.2024 for 17 hrs 30 mins per week.

Job Description:

The role of the School Secretary will be multifunctional and will vary depending on the requirements of school authorities in any given period.

Person Skills:

The ideal candidate should be able to demonstrate the ability to:

• Work as part of a team.

• Communicate effectively at all levels.

• Provide stakeholders with an efficient and effective service through face-to-face, telephone and written communication.

• Have excellent Planning and Organisational Skills.

• Be proficient in a wide range of computer applications, including VsWare, Word, Excel, PowerPoint, Office 365, Outlook, Publisher, WaytoPay.

• Participate in and support development and use of IT Systems. A capacity to appreciate the potential of IT to enhance record-keeping and quality delivery of services is essential.

• Have strong attention to detail and accuracy.

• Have excellent time keeping and time management skills.

• Work on own initiative and to tight deadlines whenever required.

• Demonstrate excellent telephone manner and people skills.

• Have experience in Accounts Management.

• Maintain confidentiality at all times.

• Have experience working in a school setting is desirable.

• Demonstrate integrity and honesty at all times.

• Demonstrate a knowledge of GDPR compliance.

• Show flexibility to support school business both inside and outside of the school schedule.

• The above list of accountabilities may be varied having regard to changing needs and the terms of the post can include delivery of responses to unpredictable work demands as they arise.

• To undertake such other duties, projects or activities as may be assigned from time to time by the Principal/Deputy Principals. Please note this list is not exhaustive

Duties

The successful candidate will be required to perform any duties appropriate to the position which may be assigned from time to time.

Key Competencies:

Team Work:

• 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.

Customer Service and Communication Skills:

• Actively listens to others and tries to understand their perspectives/requirements/needs.

• Is respectful, courteous and professional, remaining composed, even in challenging circumstances.

• Communicates clearly and fluently when speaking and in writing

Information Management/Processing

• Approaches and delivers all work in a thorough and organized manner.

• Follows procedures and protocols, understanding their value and the rationale behind them.

• Keeps high quality records that are easy for others to understand.

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.

• Demonstrates initiative and flexibility in ensuring work is delivered.

Specialist Knowledge, Expertise and Self Development

• Develops and maintains the skills and expertise required to perform in the role effectively e.g. relevant technologies, I.T. systems, spreadsheets etc.

• Is committed to self-development and continuously seeks to improve personal performance.

Drive and Commitment to Public Service Values

• Strives to perform at a high level and deliver a quality service.

• Is thorough and conscientious, even if work is routine.

• Is personally honest and trustworthy.

• Upholds high standards of honesty, ethics and integrity

The Office

The Grade III Clerical Officer position is 0.5 w.t.e. excluding breaks (specified purpose contract). However, the position of Grade III Clerical Officer may involve additional hours in excess of the standard working week, without additional remuneration. The holder of the office shall not engage in any gainful occupation, other than as an officer of MSLETB, to such an extent as to impair the performance of his or her duties as an officer of MSLETB or in any occupation which might conflict with the interests of MSLETB or which might be inconsistent with discharge of his or her duties as an MSLETB Officer.

Probation

The following provisions shall apply:

(a) There shall be a period after such appointments take effect during which such persons shall hold the position on probation;

(b) Such period shall be one year but the Chief Executive may at his or her discretion extend such period;

(c) Such persons shall cease to hold the position at end of the period of probation unless during such period the Chief Executive has certified that the service of such persons is satisfactory.

Salary

The salary shall be fully inclusive and shall be as determined from time to time. Holders of the office shall pay to MSLETB any fees or other monies (other than their inclusive salary) payable to or received by them by virtue of their office or in respect of any services which they are required by or under any enactment to perform.

Salary Scale in accordance with Circular Letter 0035/2024.

Salary scale and entry point on this scale will be determined in accordance with Circulars issued by the Department of Education and Skills. Rate of remuneration may be adjusted from time to time in line with Government Policy.

Annual Leave

The annual leave allowance for the position of Clerical Officer is 22 days pro rata. This allowance is subject to the usual conditions regarding the granting of annual leave in MSLETB, is based on a five-day week and is exclusive of the usual public holidays.

Sick Leave

Pay during properly certified sick absence, provided there is no evidence of permanent disability for service, will apply on a pro-rata basis, in accordance with the provisions of the sick leave circulars. From the 1st January 2020, MSL ETB has introduced revised procedures in regard to the processing of illness benefit deductions for all employees who pay Class A PRSI. When an employee who pays Class A PRSI is absent on sick leave (certified, critical and pregnancyrelated at full and half rate of pay) for more than five days, they must also submit a DEASP Illness Benefit Claim (IB1 Form) to DEASP at the address referenced on the form. Illness Benefit payments will be issued to the employees own account by DEASP. Subject to sufficient entitlement under the relevant Sick Leave Scheme, the employee will continue to be paid salary as normal by the ETB, less a deduction which will be made directly from the employee’s salary in line with standard illness benefit payable by DEASP.

Location/Base

The initial location of this position is Gaelcholáiste Chomain, Rossport. Mayo, Sligo and Leitrim Education and Training Board reserves the right to assign you to any location or base that is under the control of Mayo, Sligo and Leitrim Education and Training Board, as the need arises. Any change in location or base by Mayo, Sligo and Leitrim Education and Training Board will not be deemed as redeployment as provided for under the Public Service Agreements.

Start Date

MSLETB shall require a person to whom an appointment is offered to take up such appointment within a period of not more than 6 weeks and if they fail to take up the appointment within such period or such long period as the MSLETB in its absolute discretion may determine, MSLETB shall not appoint them.

Business Travel

When absent from home and headquarters on duty appropriate travelling expenses and subsistence allowances will be paid subject to the normal ETB/Public Service regulations.

Superannuation Contributions

Persons who become pensionable officers of MSLETB who are liable to pay Class D rate of PRSI contribution will be required, in respect of their superannuation, to contribute to MSLETB at the rate of 5% of their pensionable remuneration. Persons who become pensionable officers of MLETB, who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to MSLETB at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (I.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children) All person who become pensionable officers of MSLETB are required, in respect of Spouses and Children Contributory Pension Scheme 1986, to contribute to MSLETB at the rate of 1.5% of their pensionable remuneration or net pensionable remuneration, whichever is relevant and in accordance with the terms of the Scheme.