School Secretary

Key Duties and Responsibilities

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

• Supporting the Principal, Deputy Principals, teaching staff and students,

• Managing the front office and the queries of parents, staff, students and all visitors to the school,

• Liaising with organisations including DEY, SEC, TUSLA, EWO and the HSE, including the preparation and submission of required returns,

• Managing the telephone, office email and PA system, including distribution of messages,

• Opening and distributing the post and attending to all deliveries,

• Managing the school filing system, in accordance with data retention guidelines,

• Inputting and updating data on school and Department of Education and Youth management systems,

• Resetting parental passwords and training parents on how to log in to the School Management system,

• Preparing various correspondence such as emails, letters and other correspondence,

• Assisting with Garda Vetting applications,

• Inputting data on the Online Claims System,

• Managing the school’s online payments system, reconciling receipts and liaising with the Finance Department,

• Accounts work, including liaising with suppliers and Tipperary ETB support staff,

• Photocopying, laminating, binding and printing,

• Coordination of the ordering of school supplies with a working knowledge of the procurement framework and procurement systems,

• Managing supplies and resources to ensure that the school runs efficiently,

• Assisting with applications for school places, transfers and enrolments,

• Assisting with the organising of school events and activities including the school musical,

• Assisting with the organisation and administration of State Examinations and other assessments,

• Assisting with the administration of the school's book rental, locker rental and uniform schemes where applicable.

This is not intended to be a comprehensive list of all duties involved and consequently, the successful candidate may be required to perform other duties as appropriate to the post.

Personal Specification

The ideal candidate will satisfy the following criteria.

• Have the requisite knowledge, skills and competencies, as outlined under the duties and responsibilities in the job description, to carry out the role,

• Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service,

• Proven relevant organisational and administrative experience at an appropriate level,

• Excellent knowledge of Microsoft Word, Excel and other Office packages,

• Be capable of fulfilling the role to a high standard,

• Have obtained at least a 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,

• Must be trustworthy, empathetic and caring,

• Demonstrate a high level of motivation and initiative,

• Maintain strict confidentiality in relation to all school business, staff and student matters at all times.

Competencies required

Tipperary ETB core values of Excellence, Care, Equality, Community and Respect are the guiding principles of the organisation and underpin the competencies required to fulfil this role.

The person appointed to the above post will be required to show evidence of the following effective performance indicators:

Competency Effective Performance Indicator

Teamwork 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 their part to deliver on the strategic goals and priorities of the 2023-2027 Tipperary ETB Statement of Strategy.

Information Management and 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 colleague for guidance.

Customer Service and Communication Skills Actively listens to others and tries to understand their perspectives, requirements and needs,

Understands the steps or processes that customers must go through and can clearly explain these,

Is respectful, courteous and professional, remaining composed in accordance with our core values, even in challenging circumstances,

Can be firm when necessary and communicate with confidence and authority in accordance with our core values,

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 school and the strategic goals and priorities of the 2023-2027 Tipperary ETB Statement of Strategy,

Is committed to self-development, continuing professional development and continuously seeks to improve personal performance.

Drive and Commitment to Public Sector Values Consistently strives to perform at a high level and deliver a quality service,

Serves the ETB, our students, 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 in accordance with our core values.

Terms and Conditions for a Grade III Post in the ETB Sector

Current Salary Scale

As per Circular Letter 0058-2026, the current pay scale is €31,935 - €49,415.

Annual Leave

A Grade III School Secretary will be entitled to 22 days annual leave, excluding public holidays.

Working Arrangements

A Grade III School Secretary works 35 hours per week.

Important notice regarding salary

As per sectoral 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. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Starting salary is not subject to negotiation.

Place of Work

The initial place of work will be Coláiste Phobal Ros Cré.

Sick Leave

Sick leave will be in accordance with established procedures and conditions for Tipperary ETB staff.

Travel and Subsistence

Allowances in respect of travelling and subsistence will be payable in respect of approved journeys.

Offers of employment

Offers of employment are subject to reference checks and pre-employment health assessment.

Citizenship Requirement

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 4* permission or a Stamp 5 permission.

* Please note that a 50 TEU vis, 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.

Garda Vetting

Tipperary ETB is registered with the National Vetting Unit (NVU). As part of the Board’s recruitment and selection process, offers of employment to all posts may be subject to NVU disclosure.

References

Tipperary ETB reserves the right to seek both written and verbal references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. Tipperary ETB also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Please note that candidates are requested not to submit references with their application form.

Pre-Employment Health Assessment

A candidate for, any person holding, the office must be fully competent and capable of undertaking the duties attached to the office and in a state of health such as would indicate a reasonable prospect of the ability to render regular and efficient service.

Candidates will be required to undergo a pre-employment Health Assessment which will be reviewed by the ETB's Occupational Health Service. An offer of employment is subject to satisfactory pre-employment health assessment.

Probation

Where a person is appointed to the position of Grade III with Tipperary ETB the first twelve months of their contract will be regarded as the probationary period. The appointment will be confirmed subject to satisfactory performance of the duties of the post.

Superannuation and Retirement

Superannuation

The successful candidate will be offered the appropriate superannuation terms and conditions as prevailing in the Civil/Public Service at the time of being offered an appointment. In general, an appointee who has never worked in the Public Service will be offered appointment based on membership of the Single Public Service Pension Scheme (“Single Scheme”). Full details of the Scheme are available on https://singlepensionscheme.gov.ie

Where the appointee has worked in a pensionable (non-Single Scheme terms) public service job in the 26 weeks prior to appointment or is currently on a career break or special leave with/without pay different terms may apply. The pension entitlement of such appointees will be established in the context of their public service employment history.

The maximum retirement age for a member of the single public service pension scheme as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

Pension Abatement

If the appointee has previously been employed in the Civil or Public Service and is in receipt of a pension from the Civil or Public Service or where a Civil/Public Service pension comes into payment during their re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and Other Provisions) Act 2012. Please note: In applying for this position, you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/Office will support an application for an abatement waiver in respect of appointments to this position.

However, if the appointee was previously employed in the Civil or Public Service and awarded a pension under voluntary early retirement arrangements (other than the Incentivised Scheme of Early Retirement (ISER), the Department of Health Circular 7/2010 VER/VRS or the Department of Environment, Community & Local Government Circular letter LG(P) 06/2013, any of which renders a person ineligible for the competition)the entitlement to that pension will cease with effect from the date of reappointment. Special arrangements may, however, be made for the reckoning of previous service given by the appointee for the purpose of any future superannuation award for which the appointee may be eligible.

Department of Education Early Retirement Scheme for Teachers Circular 10/2007

The Department of Education introduced an Early Retirement Scheme for Teachers. It is a condition of the Early Retirement Scheme that with the exception of the situations set out in paragraphs 10.2 and 10.3 of the relevant circular documentation, and with those exceptions only, if a teacher accepts early retirement under Strands 1, 2 or 3 of this scheme and is subsequently employed in any capacity in any area of the public sector, payment of pension to that person under the scheme will immediately cease.

Pension payments will, however, be resumed on the ceasing of such employment or on the person's 60th birthday, whichever is the later, but on resumption, the pension will be based on the person's actual reckonable service as a teacher (i.e. the added years previously granted will not be taken into account in the calculation of the pension payment).

Exclusions

Candidates should note that persons who have taken part in public service early retirement schemes including the following are not eligible to take part in this competition:

Incentivised Scheme for Early Retirement (ISER)

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in the Department of Finance Circular 12/09 that retirees, under that Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Department of Environment, Community & Local Government (Circular Letter LG (P) 06/2013)

The Department of Environment, Community & Local Government Circular Letter LG (P) 06/2013 introduced a Voluntary Redundancy Scheme for Local Authorities. In accordance with the terms of the Collective Agreement: Redundancy Payments to Public Servants dated 28 June 2012 as detailed below, it is a specific condition of that Voluntary Early Retirement (VER) Scheme that persons will not be eligible for re-employment in any Public Service body [as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011 and the Public Service Pensions (Single Scheme and Other Provisions) Act 2012] for a period of 2 years from their date of departure under this Scheme. These conditions also apply in the case of engagement/employment on a contract for service basis (either as a contractor or as an employee of a contractor).

Department of Health and Children Circular (7/2010)

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement (VER) Scheme and Voluntary Redundancy Schemes (VRS). It is a condition of the VER scheme that persons availing of the scheme will not be eligible for reemployment in the public health sector or in the wider public service or in a body wholly or mainly funded from public funds. The same prohibition on re-employment applies under the VRS, except that the prohibition is a period of 7 years, after which time any re-employment will require the approval of the Minister for Public Expenditure and Reform. Persons who availed of either of these schemes are not eligible to take part in this competition.

Please note that where an individual has retired from a Civil/Public Service body on the grounds of ill-health their pension from that employment may be subject to review in accordance with the rules of ill-health retirement within the pension scheme of that employment.

Collective Agreement: Redundancy Payments to Public Servants

The Department of Public Expenditure and Reform letter dated 28th June 2012 to Personnel Officers introduced, with effect from 1st June 2012, a Collective Agreement which had been reached between the Department of Public Expenditure and Reform and the Public Services Committee of the ICTU in relation to ex-gratia Redundancy Payments to Public Servants. It is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re-employment in the Public Service by any Public Service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011) for a period of 2 years from termination of the employment. People who availed of this scheme and who may be successful in this competition will have to prove their eligibility (expiry of period of non-eligibility).

Pension Accrual

A 40-year limit on total service that can be counted towards pension where a person has been a member of more than one pre-existing public service pension scheme (i.e. non-Single Scheme) as per the 2012 Act shall apply. This 40-year limit is provided for in the Public Service Pensions (Single Scheme and Other Provisions) Act 2012. This may have implications for any appointee who has acquired pension rights in a previous public service employment.

Additional Superannuation Contribution

This appointment is subject to the pension-related deduction in accordance with the Financial Emergency Measures in the Public Interest Act, 2009. Please note that from 1 January 2019 PRD will be replaced by an Additional Superannuation Contribution (ASC) in accordance with the Public Service Pay and Pensions Act 2017.

Declaration

Applicants will be required to declare whether they have previously availed of a public service scheme of incentivised early retirement, including schemes not specifically mentioned above. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment.

Termination Notice

This appointment is terminable by one month’s notice in writing from either side subject to statutory provisions and relevant collective agreements.

General

The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the successful candidate’s employment contract.