Works Clerk

Open Recruitment Competition to establish panels for appointment to the position of Works Clerk

(Fixed Term & Permanent Positions)

A. Arterial Drainage Maintenance positions based in the Newtown, Trim Depot.

B. Flood Relief Construction positions which may be assigned to any locations in the East Region in Counties Cavan, Dublin, Kildare, Laois, Longford, Louth, Meath, Monaghan, Offaly and Westmeath.

The Office of Public Works (OPW) invites applications from eligible candidates for appointment to the position of Works Clerk in the East Region Arterial Drainage Maintenance and Construction Services Division. The position is a full-time Non-Established State Industrial post based on a standardised 39- hour week rostered over 5 days (Monday to Friday), and will be subject to a seven-month probation period, which may be extended to 10 months under certain circumstances. Continuation in employment in the position, following the end of the Probation Period, will be dependent upon the appointee fully meeting the requirements of the positions during the Probation Period. The actual hours of attendance are determined by local management requirements.

This is an Open OPW recruitment competition to which applicants with the minimum eligibility requirements may apply. Persons who wish to be considered for appointment to the above position, and who meet the essential eligibility requirements, should submit a completed and signed application form, and copies of the specified required supporting documentation. A short-listing assessment, based on the information supplied in the application form will be used by OPW to select those applicants who are to be invited to attend for competitive interview. The competitive interview process, will be used by OPW to select the candidates determined by the Interview Board as being suitable for appointment to fill the position and a reserve panel, effective for a limited period, may be formed under this competition from which future sanctioned permanent or fixed term positions that may arise in East Region Drainage Maintenance & Construction Services Division. Placement on panel(s) does not guarantee nor imply that an offer of employment will be made to those placed on same. In the event that an offer of an appointment is made, it will be made in the order of merit of those on the relevant panel regardless of the length of contract period offered and the specific area(s) in which the position would be based.

Appointments to approved positions of employment are made as and when considered appropriate by OPW management and will be subject to the candidate meeting the OPW’s requirements with regard to health, references and Garda vetting. In the event that the candidate does not satisfactorily meet the OPW’s requirements with regard to health, references and Garda vetting, the candidate will receive no further consideration under the competition and will not proceed to appointment. Two separate panels will be formed for the various positions, in the order of merit on each panel as determined by the Interview Board. Works Clerk positions in Arterial Drainage Maintenance & Construction Services positions A. Arterial Drainage Maintenance positions based in the Newtown (Trim) Depot. B. Flood Relief Construction positions, which may be assigned to any locations in the East Region in Counties Monaghan, Louth, Cavan, Meath, Dublin, Westmeath, Kildare, Offaly, Laois, and Longford. Some examples of currently planned work locations are:

• The Athlone Flood Alleviation Scheme, Athlone, Co. Westmeath
• The Morell River Flood Management Scheme, Straffan, Co. Kildare
• The River Dodder Flood Alleviation Scheme (Phase 3), Clonskeagh, Co. Dublin
• The River Poddle Flood Alleviation Scheme, Kimmage, Co. Dublin
• The Whitechurch Stream Flood Alleviation Scheme, Rathfarnham, Co. Dublin
• Mountmellick Flood Relief Scheme, Mountmellick Co. Laois
• Portarlington Flood Relief Scheme, Portarlington, Co. Laois.
• Clonaslee Flood Relief Scheme, Clonaslee, Co. Laois
• Rahan Flood Relief Scheme, Rahan, Co. Offaly.

Note: the position will be based in the main site compound of the relevant Flood Relief Scheme. Works Clerk Role The primary function of the jobholder is to ensure that all functions and requirements of the office and stores are undertaken, as required, including clerical, administration, stores, HR, payroll and procurement duties. These functions will vary depending on the specific position.

Essential Eligibility Requirements (at the closing date) Candidates must, at the closing date, meet all of the following minimum requirements:

• At least 2 years proven experience and/or qualification in human resources administration, payroll, stores administration, financial administration and management of payments, accounts and records management supported by usage of relevant computer applications;
• Be proficient in using a number of computer applications e.g. Payroll, Word, Excel, Databases;
• Have a high level of numerical, verbal and written communication skills;
• Hold a Full, clean and current manual driving licence, category B&W;*1,2

Note: * (1) If your Irish driving licence is restricted to driving cars with an automatic transmission only (denoted by the code 78 appearing on the licence), you are not eligible. (2)From 1 January 2021 if you are resident in Ireland and hold a UK/NI driving licence it is no longer valid to drive on here in Ireland. It is not legal for driving purposes and must therefore be exchanged. It is vital that you have a valid driving licence and that you are legally allowed to drive in Ireland by exchanging a UK/NI licence for an Irish driving licence. Further information available on: www.ndls.ie

Desirable Requirements

• Hold a Current Safe Pass Card*; Note: * Where a current safe pass card is not available, it will be a requirement of this role that the successful candidate will successfully undergo training upon appointment. Failure to supply copies of requested documentary evidence, as detailed above, with your application will deem your application invalid and will therefore be disqualified. (Do not forward original documents with application form). Original documents will be required if you are invited to interview. Candidates should note that the admission to a competition does not imply that the Office of Public Works is satisfied that they fulfil the essential entry requirements. Therefore, the onus is on candidates to ensure that they meet these requirements prior to submitting their applications

Principal Duties and Skills The following list of duties and skills is not exhaustive but indicative of the role of Works Clerk in East Region Arterial Drainage Maintenance and Construction Services Division:

• OPW Quality ISO 9001 and Health & Safety Integrated Management Systems ISO 45001; record keeping; assisting with audits; attending safety meetings etc.;
• Pricing & procuring of supplies and services in an efficient and safe manner under the direction of the relevant Head of Section / Area Engineer / Office Foreperson and in support of the Civil & Mechanical Foreperson & Mechanical Fitter;
• Adhering to all duties in relation to procurement as outlined in office notices & ISO procedures;
• Checking invoices and receipts, updating stores software and stock records;
• Preparing payments for supplies and services;
• Preparing, filing and day-to-day management of payment for supplies and services;
• Ordering and issuing appropriate PPE for staff;
• Communicating with suppliers, landowners and the public as required;
• Recording, maintaining and updating records / communications in the Correspondence Database;
• Responsibility for the organisation and layout of stores and general housekeeping to ensure optimal service delivery and a safe working environment;
• Handling and manual lifting/movement of incoming / outgoing stores materials in storeroom and stockyard;
• Issuing of fuels, lubricants, cement and hazardous substances incl. issuing of appropriate documentation;
• Maintaining registers, Life Jackets, Fire Register, Plant & Lifting Equipment, Ladder Register, PPE Register and chemical Register;
• Maintaining of various electronic registers relating to plant, labour and materials.
• Undertaking Stores Auditing and stock checking (internal, on-site, inter-region) as directed.
• Managing / preparing payroll requirements via Payroll package (currently Corepay) and invoices via financial management system (currently Integra Purchase to Pay (P2P));
• Updating of the Contracts Register for contracts for goods and services.
• Maintaining HR management records including attendance records, sick leave records etc.
• Provision of administrative support to the East Region Safety Officer team including;

o Organising and attending meetings o Recording and distributing minutes of meetings o Liaising with training providers regarding course content o Organising and co-ordinating training o Maintaining accurate records of training and updating of the training database

• Adapting to new technology / methods as directed;
• Ensuring that all required ISO records are maintained;
• Undertaking Fire warden duties including Fire Drills;
• Complying with office / depot and yard security requirements and systems;
• Complying with all H&S procedures as directed;
• Maintaining the depot in an organised manner including stores, plant and materials;
• Managing / undertaking work from other depots as required (admin / stores / pay / procurement etc.);
• Implementing file storage systems and shredding of obsolete records as required;
• Site visits to construction sites and other depots on occasion;
• Carrying out other duties as assigned by the Head of Section / Area/Site Engineer / Office Foreperson which are considered appropriate to the grade.

Relevant Skills and Competencies

• ICT skills;
• Stores, payroll and HR operation and management;
• Organisation, prioritisation, diary management and administrative skills;
• Procurement of goods and services;
• Communication, interpersonal and numeric skills;
• Accuracy and attention to detail;
• Record keeping, maintenance and management;
• Flexibility and versatility consistent with the needs of the Office.

The Works Clerk is required to:

• Demonstrate flexibility and mobility, consistent with the needs of the service;
• Contribute to and maintain a good team spirit and an effective team-working environment;
• Remain calm while working under pressure and make sound judgements;
• Work on own initiative in accordance with manager/supervisor instructions whilst being an effective part of a larger team;
• Apply excellent and effective interpersonal and communication skills coupled with a professional, polite and courteous manner when dealing with colleagues, management and the public;
• Apply a positive, flexible and proactive approach to work allied with an ability to deliver an effective work presence;
• Carry out all work in an efficient and safe manner, in accordance with the directions of the Engineer/Foreman, with regard to self, colleagues and the public through understanding, observance and application of Health and Safety requirements;
• Successfully undertake training as and when required;
• Be capable of meeting the full range of the requirements of the position;
• Carry out other duties/works deemed by management as reasonable and appropriate to the grade and to the position;
• Co-operate with the operation of and introduction of new work practices and technology e.g. tablets, smart phones, vehicle tracking, electronic information circulation, electronic incl. location reporting.

Contacts with:

• Staff of the Office of Public Works;
• Members of the public;
• External contractors and suppliers;
• Land/property owners

Special working conditions apply:

• Manual handling and lifting of awkward / heavy loads;
• Working at heights, in confined spaces and outdoors in inclement weather;
• Dealing sensitively with members of the public/property owners;
• Hazards – sharps, chemicals, traffic, wildlife, uneven/soft ground, disorderly members of the public;
• Working on site near watercourses, in large urban areas or in isolated rural areas.

Reporting Arrangements: The Works Clerk will report to the Foreperson and to any other person to whom authority has been assigned and/or delegated. This job description is intended as a general guide to the range of duties and it is neither definitive nor restrictive.

Citizenship Requirements 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 41 or a Stamp 5 visa; 1 Please note that a 50 TEU visa, 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. All non-EU/EEA citizens must hold a valid work permit prior to and for the duration of their contract. The work permit must allow you to work full time for the Office of Public Works. It is the responsibility of individual employees to ensure that you have a valid work permit. If at any stage during your contract you cease to hold a valid work permit you must immediately advise the Office of Public Works and your employment will cease with immediate effect Pay

€737.39 - €973.42 per week The Office of Public Works will not be responsible for refunding any expenses incurred by candidates. The admission of a person to a campaign, or an invitation to attend any element of the selection process, is not to be taken as implying that the Office of Public Works is satisfied that such person fulfils the requirements of the competition or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important, therefore, for you to note that the onus is on you to ensure that you meet the eligibility requirements for the competition before attending. If you do not meet these essential entry requirements but nevertheless attend for selection tests/interview(s) you will be putting yourself to unnecessary expense. Should the person assigned to a post decline, or having accepted it, relinquish it or if an additional vacancy arises the Office of Public Works, may, at its discretion, select another person for appointment on the results of this selection process.

Candidates' Obligations

• Candidates must not knowingly or recklessly provide false information;
• Candidates should note that canvassing will disqualify and will result in their exclusion from the process.
• Candidates must not canvass any person with or without inducements;
• Candidates must not interfere with or compromise the process in any way;
• a third party must not personate a candidate at any stage of the process;
• any person who contravenes the above provisions or who assists another person in contravening the above provisions is guilty of an offence. A person who is found guilty of an offence is liable to a fine/or imprisonment;
• in addition, where a person found guilty of an offence was or is a candidate at a recruitment process, then: where he/she has not been appointed to a post, he/she will be disqualified as a candidate; and where he/she has been appointed subsequently to the recruitment process in question, he/she shall forfeit that appointment.

Specific candidate criteria Candidates must:

• have the knowledge and ability to discharge the duties of the post concerned;
• be suitable on the grounds of character;
• be suitable in all other relevant respects for appointment to the post concerned; and if successful, they will not be appointed to or, if appointed, continue in employment in the post unless they:
• agree to undertake the duties attached to the post and accept the conditions under which the duties are, or may be required to be, performed;
• are fully competent and available to undertake, and fully capable of undertaking, the duties attached to the position.

Deeming of candidature to be withdrawn Candidates who do not attend for interview or other test when and where required by Office of Public Works, or who do not, when requested, furnish such evidence as the Office of Public Works require in regard to any matter relevant to their candidature, will have no further claim to consideration.

Data Protection and Confidentiality Statement By submitting an application form for the purpose of applying for recruitment to, or promotion or assignment within, the Office of Public Works, candidates give consent for the personal data submitted to be processed as part of the selection process and administration of that competition.