Temporary Clerical Officer – Grade III (SUSI)

Applications are invited from suitably qualified persons for the following post:

Temporary Clerical Officer – Grade III (SUSI)

Student Universal Support Ireland

Ref: TCOA24

City of Dublin Education and Training Board (City of Dublin ETB) was established on 1st July 2013 under the Education and Training Boards Act, 2013. City of Dublin ETB has 3,000 employees and an annual budget of €580m. It is the state education and training authority for Dublin city and serves the area covered by Dublin City Council. This provision is delivered to over 48,000 learners (20,000 full-time and 28,000 part-time) and is supported by a range of services including a psychological service, a curriculum development unit, a buildings maintenance unit, and Head Office staff in Ballsbridge. It also has statutory responsibility for supporting the provision, coordination, administration, and assessment of youth work services in Dublin city and is the lead partner for Music Generation Dublin City. Student Universal Support Ireland (SUSI) is a unit of City of Dublin ETB which is designated by the Minister for Further and Higher Education, Research, Innovation and Science as the single Irish national awarding authority for student grants in further and higher education. SUSI is a dynamic workplace based in Ballsbridge, Dublin 4 and features a challenging balance of day-to-day operations and strategic development projects.

The core work of SUSI involves the annual processing of large numbers of online grant applications within short timeframes to determine eligibility under the criteria of the Student Grant Scheme. Approximately 100,000 grant applications are received on an annual basis. SUSI has also broadened its functions in recent years and now provides services relating to the 1916 Bursary, the International Protection Student Scheme, the PLC Bursary for Displaced Persons (Ukraine), the National Tertiary Office Programmes and the All-Ireland Scholarship.

Please note that a Panel may be formed from which future vacancies at Temporary /Fixed Term Grade III that may arise in SUSI may be filled.

Proposed Timeframe Shortlisting will take place: 1st & 2nd May 2024.

Interviews will take place on: 7 th May 2024.

Expected SUSI position start date: May & June 2024.

*All dates are subject to change and are for guidance only

Location of Positions: The initial position will be based in SUSI, Shelbourne Road, Dublin 4.

Salary: €27,896 - €44,861 (pro rata) (including 2 long service increments). Successful candidates will be paid at point 1 of the salary scale unless they have previous public sector service in an administrative grade.

Annual Leave: 22 working days per annum (pro rata)

Hours of Work: 35 hours per week.

Summary of Positions: City of Dublin ETB is seeking to establish a panel of candidates from which appointments may be made to temporary positions at Grade III Clerical Officer level in SUSI as they may arise during the period from May to September 2024.

Applicants must confirm that they will be available to take up any position offered to them on short notice during the above period and that they will remain available for work (subject to normal contract terms and annual leave as allowed) throughout the period. Some attendance in the office is required.

Candidates must be available for interview and to take up duty in specified dates in May or June.

Essential Requirements

• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examinations (higher, ordinary, applied or vocational preparation) or equivalent or have passed an examination at the appropriate level within QQI qualifications framework which can be assessed as being of a comparable standard to Leaving Certificate or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise. • Have the requisite knowledge, skills and competencies to carry out the role. • Be capable and competent of fulfilling the role to a high standard.

Desirable Requirements

• A high level of ICT skills in data entry and on-screen working including proven proficiency in MS Office Suite or similar. • Be capable of working within a target driven environment. • Be capable of working to deadlines in delivering high-volume outputs. • Ability to perform effectively within an administrative process and control structure. • Written communications skills. • Relevant knowledge or experience of the work of the public service. • Knowledge or experience of the further and higher education sectors.

Principal Duties and Responsibilities Clerical Officers in SUSI typically work as Grant Application Assessors organised into teams reporting to a Team Leader who is assisted by a Team Captain.

Following a comprehensive training programme involving classroom and practical learning, Assessors are responsible for the assessment of grant applications and for the awarding of student grants in line with the eligibility criteria set out in the Student Grant Scheme 2024.

Duties include: • to review and decide on student grant applications at each process stage, • to meet required quality standards for their work and decisions, • to continuously improve the quantity and quality of their work output based on experience in the role, feedback received from their Team Leader and in line with expected learning and development targets for Assessors, • to complete any other work that may be assigned by the Team Leader.

In addition to the above, Clerical Officers may also be assigned to work in other areas of SUSI which include Appeals, Quality Assurance, Payments, ICT, Communications, Corporate Services, Organisation Development, the Project Office, and Compliance.

Grade III Competencies

Team Work • Shows respect for colleagues and co-workers. • Develops and maintains good relationships with others, sharing information and knowledge as appropriate. • Offers new 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. • 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 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 in 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.

Note: Having read the competencies and thought about the demands of the role, for each of the above competencies candidates will be asked, on the application form, to demonstrate a specific example which illustrates how you have developed the relevant competency during your career to date which clearly demonstrates your suitability for this position, within your application form.

Terms & Conditions of Appointment • Appointment is subject to the sanction of the Chief Executive. • The appointment will have a probationary period, details of which will be stipulated in the contact of employment. • Any offer will be subject to the receipt of two satisfactory references. • Persons appointed will be required to contribute to the appropriate Superannuation Scheme. • Appointment is to City of Dublin ETB as a whole, not to a particular centre. • For the purposes of satisfying the requirements as to health it will be necessary for the successful candidate before they are appointed, to undergo at City of Dublin ETB’s expense, a medical examination by a qualified practitioner nominated by City of Dublin ETB. • Extern work may not be undertaken without the prior consent of City of Dublin ETB. Notes: • Please note that it is the responsibility of the applicant to ensure that all applications are received on time. Any technical difficulties encountered by the sender when forwarding applications are not the responsibility of the City of Dublin ETB. Therefore, candidates are strongly advised to submit applications well before the 12 noon deadline on the specified closing date. • Your application will be assessed on the information you submit. Please ensure all sections are completed fully and accurately, giving clear evidence of qualifications, skills, and experience. Incomplete applications may not be considered. • City of Dublin ETB may contact the named referees and/or employers for a reference should you be called to interview OR if you are successful at interview. • Selection will be by the way of a competitive interview which will focus on the key skills and duties of the role and the competencies associated with roles at this level. • Any travel or other expenses incurred by candidates whilst undertaking or attending any elements of the selection process will not be refunded by City of Dublin ETB.

Completed online applications should be submitted no later than: 12 noon on Tuesday 30th April 2024

Late applications will not be accepted. Shortlisting may take place.

Canvassing will disqualify.

City of Dublin Education and Training Board is an equal opportunities employer Please see Information Guide for further details.