Temporary Clerical Officer

The Position

The Clerical Officer (Specific Purpose Contract) post is the entry-level administrative grade in Local Authorities (LAs) in Ireland. To become a Temporary Clerical Officer, one must demonstrate a good general educational standard and be efficient and customer focused.

The Candidate

The Candidate Should Demonstrate:

• Knowledge and understanding of the functions of a local authority

• Understanding of the role of a Clerical Officer (Specific Purpose Contract)

• Relevant administrative experience and clerical skills

• Strong interpersonal and communication skills

• Conscientiousness and resilience

• Strong customer service ethos

• Ability to work effectively under pressure

• Excellent organisation and task management skills

• Experience of working as part of a team

• High level of attention to detail and accuracy

• Knowledge and experience of operating ICT systems

Role & Duties of the Post

As this is a Specific Purpose Contract, the following tasks will form part of the overall role of each contracted staff member:

• Undertake and complete townland and address standardisation work required for National System

• Assist with the completion of Data Cleansing (Phase 1) work of local authority data

• Assist with the completion of cross local authority Data Cleansing (Phase 2) works, which includes identification of correspondence with potential duplicate electors and appropriate amendments to registers

• Removal of electors matched with DSP death lists

• Assist with the collection of Date of Birth, PPSN and Eircode data after migration of each local authority to Voter.ie. This will require repeated correspondence and follow up with electors to complete their record

• Certain sectors such as nursing homes will require additional work in relation to possible duplications as may be still registered at their home address or another nursing home

• Work with GIS Teams to capture the geographic address

• Ensure compliance with the Irish translation of Townlands, Local Electoral Areas, Electoral Divisions and Polling Stations

• Follow up on returned polling cards from the three electoral events in 2024

• Any other such duty as may be assigned from time to time

Qualifications

1. Character

Candidates shall be of good character.

2. Health

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3. Citizenship

Candidates must, by the date of any job offer, 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

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

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

(d) A non-EEA citizen who is a spouse or child of an EEA, UK, or Swiss citizen and has a Stamp 4 visa

(e) A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a Stamp 4 visa

(f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a Stamp 4 visa

4. Education, Training and Experience

Each candidate must, on the latest date for receipt of completed application forms:

• Have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme

• OR have passed an examination of at least equivalent standard

• OR have had at least two years’ previous service in an office of Temporary Clerical Officer, Clerk/Typist (Temporary Clerical Duties), Clerk Typist (Typing and Temporary Clerical Duties), or Clerk/Typist under a local authority or health board in the State

• OR have satisfactory relevant experience which encompasses demonstrable equivalent skills

AND

• Have a proficiency or aptitude with computers

Particulars of Employment

1. The Post

This is a whole-time Specific Purpose Contract post, and appointment is temporary.

2. Location

Longford County Council reserves the right to assign the successful candidate to any premises in use by the Council, now or in the future. The person appointed will be required to report to their place of work by their own means of transport and at their own expense.

3. Commencement

Longford County Council shall require a person to whom an appointment is offered to take up such appointment within a period of not more than one month, and if they fail to take up the appointment within such period, or such other longer period as the Council in its absolute discretion may determine, Longford County Council shall not appoint them.

4. Working Hours

You will be required to work variable hours over the working week, from Monday to Saturday, including late evening. This will be at the discretion of the Director of Services. You may be required to work additional hours from time to time. All hours worked are subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Regulations, 2001. Longford County Council requires employees to record their hours using a clocking system.

5. Reporting Arrangements

Temporary Clerical Officers report directly to the appropriate supervisor in the Section or to any other employee of Longford County Council as the Director of Services or other appropriate employee may designate for this purpose. A system of regular appraisal will be operated during employment, which will involve discussions between the employee and the line manager regarding performance and conduct.

6. Probationary Period of Employment

There shall be a period after appointment during which the appointee will hold the position on probation. The period of probation will be prescribed by the Chief Executive. Employment may be terminated during the probationary period should service be deemed by the Chief Executive to be unsatisfactory. Employment may be terminated at the end of the probationary period unless the Chief Executive has certified that the employee had satisfactory service. Tenure of employment following probation will be subject to satisfactory service.

7. Remuneration

The current salary scale for the post of Temporary Clerical Officer is €31,119 - €48,424 LSI1 gross per annum (Circular EL 07/2025). The rate of remuneration may be adjusted from time to time in line with Government Circulars.

The salary scale on appointment to this post of Temporary Clerical Officer (Specific Purpose Contract) will be at mid-scale of €38,010 (Circular EL 07/2025). Remuneration is paid fortnightly by Pay-Path directly to the employee’s nominated bank account. The current wage pay cycle may be revised during the period of employment. Remuneration is subject to all statutory deductions, e.g. P.A.Y.E. and P.R.S.I.

8. Superannuation & Retirement

A person who becomes a pensionable employee of the County Council will be required to contribute to the Local Authority at the appropriate rate.

The terms of the Local Government Superannuation (Consolidation) Scheme 1998 as amended or the Public Services Superannuation (Miscellaneous Provisions) Act 2004 or the Public Service Pensions (Single Scheme & Other Provisions) Act 2012 will apply as appropriate on appointment.

Retirement age for employees is dependent on their relevant contract of employment, with due consideration being given to the rules of the Superannuation Scheme to which they belong:

• For appointees who are deemed not to be “new entrants” as defined in the Public Service Superannuation (Miscellaneous Provisions) Act, retirement is compulsory on reaching 65 years of age

• The minimum retirement age for “new entrants” to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is 65. There is no mandatory retirement age

• Effective from 1st January 2013, The Single Public Service Scheme applies to all first-time new entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks:

Retirement age is set initially at 66 years; this will rise in step with statutory changes in the State Pension Contributory (SPC) age to 67 years in 2021 and 68 years in 2028

Compulsory retirement age will be 70

9. Annual Leave

The current annual leave entitlement for Temporary Clerical Officer (Specific Purpose Contract) is 27 days per annum, increasing to 29 days per annum after five years’ service, in accordance with the Council’s Annual Leave Policy.

The Chief Executive of Longford County Council retains autonomy with regard to office closures (e.g. Christmas Office Closure); any days arising from such closure will be reserved from the employee’s annual leave entitlement. Proposed office closure days will be reviewed and advised to all employees each year.

10. Driver’s Licence & Insurance

Longford County Council employees may on occasion be required to use their car on official business. In such situations, the employee must hold a current clean driver’s licence and have available adequate means of transport. It is the responsibility of the employee to arrange the appropriate car insurance cover for business use and to indemnify Longford County Council as specified on the insurance certificate. Documentation to confirm the appropriate insurance cover will be required annually.

11. Code of Conduct / Organisation Policies

Employees are required to adhere to all current and future Longford County Council codes of practice including the Code of Conduct of Employees and all current and future organisational policies including, but not limited to, Health and Safety, Communications, Data Protection, Equality, Staff Mobility, Attendance Management and Use of Electronic Equipment.

12. Training

Employees are required to attend and participate fully in training programmes as may be decided by the Council from time to time and to apply their learning in the course of their daily working activities.

13. Health and Safety Regulations

Longford County Council, as an employer, is obliged to ensure, so far as reasonably practicable, the safety, health, and welfare at work of all its employees. Under the Safety, Health and Welfare at Work Act 2005, the County Council has a legal duty to exercise all due care and take all protective and preventative measures to protect the safety, health, and welfare of its employees.

All employees also have a legal obligation under Safety and Health legislation to co-operate with management and not engage in any improper conduct or behaviour or do anything which would place themselves or others at risk. Employees must not be under the influence of an intoxicant at the place of work. Employees must comply with all Safety and Health rules and regulations and attend all required Safety and Health training.

14. Outside Employment

The position is whole-time, and the employee may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties.

Important Notice

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 employment contract to be agreed with the successful candidate.