Clerical Officer jobs
Sort by: relevance | dateAssistant Staff Officer / Offier, Medical Secretary Supplementary Campaign
The role To provide administrative support within a function and to supervise clerical staff under their remit The person Candidates must have at the latest date of application: 1. Professional Qualifications, Experience, etc. (a) Eligible applicants will be those who on the closing date for the competition have: (i) Have satisfactory experience as a Clerical office in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004. or (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidate should have obtained at least Grade C on higher level papers in three subjects in the examinationNote1. or (iii) Have completed a relevant examination at a comparable standard in equivalent examination in another jurisdiction. or (iv) Hold a comparable and relevant third level qualification of a least level 6 on the National Qualifications Framework maintained by Qualification and Quality Ireland (QQI). and (a) Candidates must possess the requisite knowledge and ability, including a high Standard of suitability, for the proper discharge of the office. Informal enquiries: Name: Tanya Byrne - Grade VII Human Resources Email: tanyal.byrne@hse.ie Contact Number: 056 7717526 Application Process: *** CV's will NOT be accepted*** Closing date: Friday 25th April 2025 @ 5pm Applications are to be made by Rezoomo System. Please use Google Chrome, Microsoft Edge, Safari or Mozilla Firefox browsers to apply on Rezoomo. CV's will not be accepted. Information submitted in your application will be shared with the assessment panel as part of the recruitment and selection process
Clerical Officer
1. Qualifications, Experience & Person Specification Each candidate must: · Be educated to Leaving Certificate standard or equivalent. · Have experience of Outpatients or Medical Records in a hospital environment. · Medical terminology experience essential. · Have excellent computer and keyboard skills. · Understand the total healthcare delivery system and the importance of confidentiality in all matters relating to patients. · Have excellent interpersonal skills and proven written and verbal communication abilities. · Have proven organisational and administrative skills. · Have the ability to work on own initiative, prioritise and manage a number of issues simultaneously and demonstrate attention to detail. · Be able to identify potential difficulties and formulate solutions. · Be free from any defect or disease which would render him/her unsuitable to hold office and be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service. · Be of good character. 2. Accountability The position reports to and is accountable to the OPD Supervisor in all matters relating to the job and in their absence to the Administration Lead / Manager of Medical Records/ OPD. 3. Outline of Duties and Responsibilities All administration positions in Cappagh National Orthopaedic Hospital are patient and team focused. The primary responsibility of this position is to facilitate patient care by providing an efficient and effective OPD administration service with a strong focus on patient and customer service as a member of the team. The person appointed will be mainly assigned to the Outpatients Department, and will also provide holiday leave cover for the Medical Records Department and, from time to time, provide relief for the OPD Float position. The role of the Grade III Clerical Officer (OPD) includes, but is not limited to: · This role will rotate within the OPD department to ensure that the person is proficient in all areas of the Department. –The roles of responsibility are as follows: o Opening, sorting, date stamping all post. o Dictation of typing as specified by Supervisor and in accordance with Hospital policy. o Appropriate filing in accordance with Hospital policy. o Welcome patients to the Department and register them ensuring correct patient details are obtained as per hospital policy. o Dealing with telephone and post enquiries where possible and taking clear and concise messages for the clinical staff. Arranging patient appointments to include future dated appointments and amendments to appointments whether the change is requested by the patient or if a date of a clinic is changed. o Triage update reports, Patient Treatment List, MSK, Health Link referrals, discharge records, reschedule clinics if needed, prepare rheumatology clinics, and provide support with special emphasis on ensuring: Ø that arrangements and charts are in place (including Referrals) for clinics Ø rearranging appointments for cancelled clinics as directed by supervisor Ø confirming patient attendance in advance of clinics Ø validating patient information on CAPAS at all opportunities Ø daily filing in charts to include correspondence, labs report and test results Ø checking the reconciliation sheet following clinics and following completion of dictation – arranging other appointments as required Ø accurate dictation of all clinics in a timely manner · To support colleague members and to work closely with a multi-disciplinary group of consultants, consultant secretaries, NCHD’s, Nurses, Physiotherapists, and all other hospital staff, to achieve and maintain objectives of Outpatient Department. · To maintain confidentiality when dealing with patients, their medical charts and information. · Dealing appropriately and sensitively with the daily post and telephone enquiries relating to patient information, documenting all updates on CAPAS as per Hospital procedure. · Take part in the twice-yearly Validation exercise of the OPD waiting list, as directed by supervisor · Make recommendations for improving the standard and efficiency of the services. · To cover for other staff within the department and carry out their duties as required. · Carry out such duties appropriate to the office as may be assigned or delegated by the Supervisor or Hospital Management. · Ensuring that all relevant policies, procedures, protocols and guidelines identified by the hospital as being related to the position have been read, acknowledged, implemented and adhered to. · Reporting concerns for the safety and welfare of patients. · Maintaining throughout the Hospital an awareness of the primacy of the patient in relation to all hospital activities and maintain a clear understanding of the important of providing a quality and safe service to all patients. · Participate in mandatory in-service education as directed by the Hospital Management – take personal responsibility for keeping up to date with Health & Safety requirements, Fire regulations and Radiation Safety and Protection ensuring that such lectures are attended and that you are familiar with the policies on Moving and Handling, Infection Prevention and Control, Waste Disposal, Risk Management etc. The post holder may be moved to any other position within clerical / administration throughout the hospital at any time during their employment on a temporary or permanent basis. The successful candidate will be required to update their knowledge and skills to fit the changing requirements of this post. Therefore, this Job Description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs. 4. Particulars of OfficeDurationThe appointment is whole time, permanent and pensionable. Duties The Grade III Clerical Officer (Outpatients Department) will perform the duties of the post as outlined in Part 3 of this Job Description. The person appointed will be required to be flexible in this position and must be prepared to undertake such other duties as assigned from time to time by the Medical Records Officer or Hospital Management or other authorised officer. Such duties can be outside the normal area of work. Patient Care Patient satisfaction must be to the forefront of the post holder’s concern. Every patient is to be treated as an individual and provided with a high-quality service in terms of courtesy, kindness, interest and efficiency. Hours of Work The person appointed will work a five day, 35 hour week but the appointee will attend at such other times as are required for the proper discharge of the duties of the office. The appointee will be required to record their attendance electronically as instructed. In order to comply with Section 33, of the Organisation of Working Time Act 1997 which limits the maximum number of hours an employee is permitted to work in each period, all employees are obliged to notify the Hospital if they engage in any employment in addition to their post with Cappagh National Orthopaedic Hospital. Remuneration Remuneration is in accordance with the salary scale approved by the Department of Health and Children. Current Salary Scale for Clerical Grade III is €29,810 - €46,948 per annum (15 points on scale). Salary is paid by Credit Transfer on the 28th of the month. Periodical increases in salary shall not take effect until the Director of HR/Operations or designated officer certifies that the service of the person concerned has been satisfactory during the year immediately preceding the date of such increments. Probation The successful candidate will be required to serve a probation period of 6 months from the date of taking up employment before being confirmed in the permanent position. During this period, the candidate’s progress will be monitored and Cappagh National Orthopaedic Hospital, may at its discretion, extend the probationary period, in which case the reason for the extension will be made known to the candidate. During the probationary period progress or otherwise will be monitored and at the end of the probationary period the service will (a) be certified as satisfactory and confirmed in writing or (b) if not satisfactory, the probationary period may be extended or certified, with stated reasons, that the service has not been satisfactory in which case the post holder will cease to hold the post. If Cappagh National Orthopaedic Hospital should fail to certify in accordance with (a) or (b) above, the appointment shall be deemed to take effect. In the event of it being determined at any stage during the candidate’s probationary period that his/her employment is unsatisfactory, then his/her employment may be terminated before without recourse to a formal disciplinary process before the probation period expires. Medical Examination The appointment is subject to a successful medical examination and this will be arranged by the hospital. There may be a fee charged for the examination. Superannuation The terms of the Voluntary Hospitals Superannuation Scheme or Single Public Service Pension Scheme will apply to this position (dependent on public sector entrance date). Annual Leave The annual leave entitlement is in accordance with HSE circulars. Sick Leave Granting of payment of salary during illness is discretionary and conditional on the employee complying with the conditions laid down in the sick leave policy and will be in accordance with Department of Health and Children regulations. Termination of Office The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/77. The Hospital Management hopes it will not be necessary to exercise their right under this paragraph. However, in circumstances where Management conclude that the post holder has failed to perform their duties to a standard consistent with their responsibilities, or where their conduct in relation to the post or otherwise would render them unfit to hold the post, the Management right will be exercised. Confidentiality In the course of employment, the successful candidate may have access to, or hear information concerning the medical or personal affairs of patients and/or staff, or other health services business. Such records and information are strictly confidential and, unless acting on the instruction of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty. In addition, records, must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. Data protection Computer data should only be accessed if this has been authorised and is necessary as part of work. Unauthorised access, to computers or helping others to access such data will result in disciplinary action being taken. Working Together In working together employees are expected to display a positive, helpful and caring attitude in the way they conduct themselves encouraging the confidence of patients, colleagues and others. Quality Ensure compliance with National and International Standards and Codes of Practice relevant to your position and Cappagh National Orthopaedic Hospital. General The Hospital will not be responsible for the loss or theft of personal belongings. Fire orders must be observed and staff must attend fire lectures periodically. All accidents within any Department must be reported immediately. In accordance with the Safety, Health and Welfare Act 2005 all staff must comply with all safety regulations. 5. General Information Cappagh National Orthopaedic Hospital will not be liable for travelling or other expenses incurred by candidates who may be required to attend for interview. Interview Panel Interview Date Interview Venue Boardroom, Cappagh National Orthopaedic Hospital Four copies of your Application including Curriculum Vitae together with the names and address of three referees should be submitted in writing to: Director of HR/Operations Cappagh National Orthopaedic Hospital Finglas Dublin 11 Applicants must include their present employer or past employer (if not currently employed) as one of their referees. The Hospital will assume permission to contact referees at any time and without further notification unless the Applicant has clearly stated otherwise. Applications must be received by 5.00 p.m. on Candidates should note that, to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to. Short Listing will take place.
MWCH NCHD Registrar & Senior House Officer Mental Health
Purpose of Post: During the appointment the successful candidate will, under the supervision of the Consultant/Clinical Director/Employer, participate in and deliver a quality health care service. Appointees will be required to actively engage in continuing professional education and development in accordance with organisational/professional requirements. Location of Post: HSE Mid West Mental Health Service (Limerick, Clare & North Tipperary) Informal Enquiries: Dr. Deirdre Smithwick, Acting Clinical Director Phone Number: 061-718403 E-mail Address: Deirdre.smithwick@hse.ie
MRHP---, IFMS Accounts Receivable Officer
Grade IV - IFMS Accounts Receivable Officer MRHP-04-2025-56 Midland Regional Hospital Portlaoise Location of Post: Midland Regional Hospital Portlaoise There is currently one permanent , whole-time Grade IV – IFMS Accounts Receivable Officer vacancy available in the Finance Department in the Midland Regional Hospital Portlaoise. A panel may be formed as a result of this campaign for a Grade IV – IFMS Accounts Receivable Officer from which current and future, permanent and specified purpose vacancies of full-time or part-time duration may be filled. Informal Enquiries: For further information about the role, please contact: Keith Lawlor Finance Manager Midland Regional Hospital Portlaoise Email: keith.lawlor@hse.ie Tel: 057 869 6372 HR Point of Contact: DML is committed to providing information and services which are accessible to all, if you require accessibility assistance throughout any stage of the recruitment process, please contact: Jemima Bamboka HR Recruitment Officer HSE Dublin and Midlands Email: jemima.bamboka@hse.ie Tel: 087 335 5863 Purpose of the Post: The Grade IV – IFMS Accounts Receivable Officer will be a key player in the roll out of the IFMS System for the Accounts Department at the Midland Regional Hospital Portlaoise with responsibility for receipt of all hospital income revenue streams and invoice generation. Eligibility Criteria, Qualifications and / or Experience: 1. Professional Qualifications, Experience, etc (a) Eligible applicants will be those who on the closing date for the competition: - (i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004. OR (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish (1) . Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination. OR (iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction. OR (iv) Hold a comparable and relevant third level qualification of at least 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI). Note1: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria. AND (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office. 2. Health Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 3. Character Candidates for and any person holding the office must be of good character. Post Specific Requirements:
Vascular Surgery, Senior House Officer
Contract info: Commencing 14th July 2025. 12 month contract. This post is in a busy regional vascular unit in a tertiary referral hospital staffed by four consultants and is recognised by the RCSI as appropriate for surgical training. Applications: Please ensure that the CV you upload to this advert includes names and contact details of at least 2 referees.
General Operatives
The Office of Public Works (OPW) invites applications for positions in the grade of General Operative Band 2 (Rural)/ 360° Excavator Driver in the OPW’s West Region Arterial Drainage Maintenance and Construction Services Division. The OPW is responsible for the maintenance of arterial drainage schemes completed under the 1945 Arterial Drainage Act, the construction and maintenance of flood defence schemes under the 1995 (Amendment) Act and under Planning and Development Legislation (Local Authority led schemes). The West Region Division also provides professional advice on the advancement of flood defence schemes and related matters. Schemes construction by the West Region division are carried out using the “Direct managed Works Model” consisting of a large direct labour workforce, supplemented as necessary by private section suppliers and sub-contractors. 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 General Operative Band 2 (Rural)/ 360° Excavator Driver Arterial Drainage Maintenance and Construction Services Division, and who meet the essential eligibility requirements, should submit a completed and signed application form. The selection process may include a short-listing process, based on the information supplied on the application form, which will determine those to be invited to competitive interview. The General Operative Band 2 (Rural)/ 360° Excavator Driver position is a Non-Established State Industrial post based on a 39-hour week, (Monday to Friday) and is subject to a seven-month probation period which may be extended to ten 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 for the position during the Probation Period. The actual hours of attendance are determined by local management requirements. The competitive interview process, will be used by OPW to select the candidate that is deemed suitable for appointment to fill the position and a reserve panel, effective for a limited period, may be formed and may be used to fill certain sanctioned seasonal, fixed term or permanent positions, that may arise in West Region Drainage Maintenance and 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 requirements of the role and achieving the required standard on a practical driving assessment. 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. Existing Internal/Open panels take precedence for appointment over any panels established under this competition. Separate panels for the Headford Depot area, the Ballina Depot area and the Lifford Depot area will be formed in the order of merit on each panel as determined by the Interview Board. General Operative Band 2 (Rural)//360° Excavator Driver - Arterial Drainage Maintenance & Construction Service positions (1) Counties Galway, Mayo, Roscommon and any works managed by the Headford Depot Area A. Arterial Drainage Maintenance B. Construction Services Division (2) Counties Mayo, Roscommon, Leitrim, Sligo and any works managed by the Ballina Depot Area. C. Arterial Drainage Maintenance D. Construction Services Division (3) Counties Donegal, Leitrim and any works managed by the Lifford Depot Area. E. Arterial Drainage Maintenance F. Construction Services Division The following process will apply in relation to offers: Candidates may indicate preferences for positions in either Arterial Drainage Maintenance or in Construction Services, however, the following process will apply in relation to offers. Candidates may refuse any offers of Seasonal, Fixed Term or Permanent positions for A,C or E in Arterial Drainage Maintenance or B,D or F in Construction Services only once and one form of contract, whether Seasonal, Fixed Term or Permanent only once each. If a candidate refuses any of the above options, no further offer will be made for that specific form of contract in a specific location within either Arterial Drainage Maintenance or Construction Services. Candidate will however remain on other panels for which they have indicated a preference for the duration of the panel(s). All offers are made in order of merit on reserve panels following a competitive interview process. For example: Candidate Z indicates a preference for Arterial Drainage Maintenance in Locations (1) Headford Depot and (2) Ballina Depot and Construction Services in Location (1) Headford Depot. Candidate Z is offered a Seasonal post in (A) Arterial Drainage Maintenance in geographic location covered by the Headford Depot. Candidate Z refuses this post, so he/she will no longer be offered a Seasonal post in (A) Arterial Drainage Maintenance in geographic location covered by the Headford depot. However, Candidate Z will remain on panel to be offered a Fixed Term or Permanent post in (A) Arterial Drainage Maintenance in geographic location covered by the Headford Depot and either a Seasonal, Fixed term or Permanent post in (C) Arterial Drainage Maintenance in geographic location covered by the Ballina Depot and either seasonal, fixed term or permanent in Construction Services in geographic location covered by the Headford Depot. If Candidate Z turns down each job offer in turn, he/she will slowly reduce their options and eventually not be offered Arterial Drainage Maintenance or Construction Service contracts of Seasonal, Fixed Term or Permanent, based in either any of the selected geographic locations. Essential Eligibility Criteria: (at the closing date) 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. 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). Incentivised Scheme for Early Retirement (ISER) It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees under that Scheme, are not eligible to apply for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position. Pay €699.48 - €853.01 per week
Regional Investment Planning Officer
Please note that although this job advert is for a permanent post, offers for fixed term contracts may also be made from this file. BAND: 6 JOB PURPOSE: To assist the Regional Investment Planning Manager in ensuring that regional, area and estate-based investment programmes, plans and strategies are in place to deliver the Asset Management Strategy and 10 Year Investment Plan. REQUIREMENTS: 1. i) Possess a degree or equivalent Level 6 qualification PLUS 2 years’ relevant experience OR ii) Can demonstrate equivalent continuing professional development or experiential learning AND a minimum of 3 years’ relevant experience APPLICATION PROCESS Application should be made using the on-line application form. Instructionson how to complete the on-line form appears once the form has been accessed. Make sure you follow these instructions. Candidates unable to use the on-line form can request a manual application form, by emailing recruit@nihe.gov.uk quoting the particular Job Title and Reference Number. Please note that if the candidate uses this method, it is their responsibility to ensure we receive their application by the allocated closing date and time. Guidance on the completion and return of applications is included in the Candidate Guidelines on the job related documents. The Northern Ireland Housing Executive have a policy on the Recruitment of Ex-Offenders, a copy can be made available on request. LATE APPLICATIONS WILL NOT BE ACCEPTED EVEN IF DELAYED DUE TO TECHNICAL REASONS. PLEASE NOTE THAT IF YOU ARE LOCKED OUT OF YOUR GETGOT ACCOUNT IT WILL TAKE A MINIMUM OF 10 MINUTES TO RESET YOUR PASSWORD. IF AN APPLICATION IS LATE BECAUSE OF THIS IT WILL NOT BE ACCEPTED. It is the responsibility of each candidate to ensure that all such information is provided. Candidates who fail to provide sufficient information on which a panel might determine their eligibility for the post will not be shortlisted. The Housing Executive is an equal opportunities employer. We particularly welcome applications from members of the Protestant community who are currently under represented in parts of our workforce.
Senior Property Maintenance Officer
The post holder will assist the Technical & Maintenance Manager to ensure that the Council remains compliant with all its Property Maintenance requirements. Please Note:
Higher Executive Officer
1. PREAMBLE Mary Immaculate College is an autonomous, university-level, Catholic College of Education and the Liberal Arts. Founded in 1898, and linked academically with the University of Limerick, MIC is the oldest higher education institution in Limerick. Significant expansion in recent decades has seen the College’s offerings expand across two modern campuses, one based in Limerick City and one in Thurles, Co. Tipperary. The student community consists of more than 5,000 learners, participating in fifteen undergraduate degree programmes and several postgraduate programmes extending to PhD/Doctoral level. Academic staff engage in a wide range of academic research areas, and research underpins all teaching and learning at MIC. MIC seeks to prepare its students for professional excellence and to nurture their capacity to lead flourishing lives. 2. CANDIDATE PROFILE AND SCOPE OF THE POSITION Mary Immaculate College wishes to create a panel to fill positions at Higher Executive Grade in its International Office. The initial posts to be filled are the permanent, full time position of International Office Manager and the two year fixed term contract post of Short Term Programmes Manager. The International Office was established in 2013 and facilitates exchange agreements, institutional linkages and coordinates externally-funded international projects and programmes. It plays a key role in the development of relationships between MIC and potential partners, nationally and internationally. Potential partners are institutions or organisations whose mission is broadly consistent with the mission of the College. External relationships may be strategic, academic, and/or collaborative, and will involve the reciprocal exchange of knowledge, staff/student exchanges and other joint activities. Within the ever-changing landscape of international higher education, this is a new position that is being created to meet the needs of international students and faculty coming to MIC for exchange, study abroad and short-term programmes. The person/s appointed will play a key role in the internationalisation of the College. They will have responsibility for a wide range of duties relating to the functioning of the International Office which may include the management of the staff, day-to-day administration of the International Office and coordination of various programme activities, both cultural and academic. Duties may also include engagement with partner universities on behalf of the Director of International Engagment and oversight of the coordination of academic mobility of students and staff of the College. The appointees may be required to report on visits made to other institutions and on meetings attended in a timely and comprehensive manner. As well as working normal office hours, this post will require flexibility to undertake international travel as well as evening work and weekend work to support the delivery of International Office services. The post holder/s will not, on average, be required to work more than 35 hours per week The successful candidate must have the ability to interact constructively, efficiently and effectively with staff and external clients of the College in a very discreet and confidential manner. The person/s appointed will be involved in: ▪ Enhancing the College’s international identity ▪ Administration of support for prospective and current international students and staff, as well as for MIC faculty and students travelling to partner universities around the world. Essential Qualifications & Skills (i.e. those, without which, a candidate would not be able to do the job. Applications that have not clearly demonstrated that candidates possess the essential requirements will not be shortlisted): In order to be considered for this post, applicants will require: 1) A third level qualification at level 7 or higher on the National Framework of Qualifications and a minimum of 3 years’ relevant management experience in an administrative role, preferably within a higher education setting. OR A minimum of 6 years’ relevant experience in a similar role, preferably at management level. 2) Proven management and organisational skills, strategic aptitude and experience of developing new marketing initiatives or education programmes. 3) Demonstrated ability to prioritise and complete a variety of tasks, delivering results to a high standard, within budget and on time, with a drive towards quality, performance and improvement. 4) Demonstrated team leadership and ability to work effectively and constructively within an established team environment together with using own initiative and judgement to analyse and solve problems in a positive and proactive manner. 5) Working knowledge of marketing/communications strategies, student recruitment and third level education at national and international levels.. In addition, it is desirable that candidates have: • Ability to speak additional languages such as Spanish, Chinese, and/or Portuguese while representing MIC in meetings. 3. JOB DESCRIPTION Reporting Relationship The appointee is required to carry out the duties set out below, under the general direction of the Director of International Engagement, to whom they report, and to whom they are responsible to for the performance of these duties in the first instance. The successful candidate will report to any such other College Officers as the President may designate from time to time. They will work with members of College Management, and will liaise with the Deans of Faculties, Heads of Departments, Course Leaders and other College personnel and with relevant College bodies in carrying out the duties attaching to the post. The reporting relationship may be subject to review from time-to-time, in line with service needs and developments in the College Duties and Responsibilities The specific duties assigned will be dependent on the role the appointee is appointed to and may include: - Providing comprehensive support to the Director of International Engagement - Responsibility for planning and coordinating day-to-day activities relating to the core administrative business of the International Office (IO). - Managing staff of the IO (inductions, performance appraisals, timesheets, appropriate delegation of tasks, team building) - Developing and implementing quality assurance documents including work instructions and Standard Operating Procedures within the department and preparation of IO documentation for the TrustEd International Education Mark. - Coordinating the administration required to maintain the Office’s outstanding international student satisfaction ratings. This includes assisting in providing comprehensive orientation and supporting the pastoral care of international students. - Developing and implementing procedures such as due diligence protocol, emergency response protocol and ensuring GDPR compliance e.g. in partnership negotiations - Collaborating with partners and MIC faculty on the development and marketing of new programmes tailored to international students e.g. faculty-led visits, summer programmes, language programmes, etc. - Overall responsibility for management of Mary Immaculate College short-term international programmes, including St John’s University Western Europe Semester and numerous other faculty-led programmes throughout the year. - Drafting memoranda of understanding with international partner institutions (researching, initial contact, visiting, following up on visits, negotiating, drafting and implementing and nurturing relationships). Maintaining up-to-date records of agreements signed and liaising with the President’s Office regarding same. - Representing MIC at events/meetings as required by the Director of International Engagement, including meetings overseas. - Responsible for overseeing and managing visits by international delegations to MIC - Overseeing admission of international students including processing of applications, arranging student interviews with HoDs, letters of offer, processing acceptances, deposit payments etc. - Ensuring that a consistent brand identity is conveyed to Mary Immaculate College’s internal and external stakeholders - Overseeing the ongoing promotion of opportunities abroad to MIC students, with a view to increasing the number of students undertaking a period of study overseas such as coordinating “Study Abroad Fair” - Developing the College’s relationships with Education in Ireland, Government departments and other relevant agencies - Managing IO expenditure and budgeting, including identification, securing and administration of funding streams - Undertaking such other functions as are necessary to the success of the International Office. The work set out above is broadly defined under the various headings as listed. This list is not exhaustive. The performance of the entire range of duties is not necessarily confined to any one individual, as the work requires that the staff function in a flexible manner, and work together as a team. TERMS AND CONDITIONS General All persons employed will sign an appropriate contract, which will contain terms and conditions of the employment. A job description is given to all applicants for employment and this will form part of the contract documentation. Place of Work The appointee’s normal place of work will be Mary Immaculate College, Limerick. The College reserves the right to require the appointee to work from any other location. It is a requirement of the College that the appointee must reside within a reasonable distance of the College. MIC operates a blended working policy, which offers scope for the post holder to combine office attendance with remote working, subject to the provisions of the policy. Exclusivity of Service and Outside Work The person appointed will be required to devote their full-time attention and abilities to their duties during their working hours in the College and to act in the best interest of the College at all times. Therefore, for as long as the successful applicant is working in the College, they may not, without the prior written consent of the Vice President Administration and Finance (VPAF), be actively engaged or concerned in any way, either directly or indirectly, in any other business or undertaking where this is or is likely to be in conflict with the College’s interests or the performance of the duties that the person has been employed for. The appointee will not, during their tenure of office, undertake paid outside work unless they have received the permission of the VPAF of Mary Immaculate College to undertake such work on the terms and conditions as agreed for the particular undertaking in question. In every case, it is the duty of the appointee to seek in writing the prior permission of the VPAF. It is also the duty, in every case, of the appointee to inform the person or body for whom the work is being undertaken, that the work is being conducted in a private capacity and that the College cannot in any circumstances be responsible for such work. Probationary Period The appointment is subject to satisfactory completion of the standard 6-month probationary period. The probationary period may be extended at the discretion of the College but will not in any case exceed 11 months. Absences during the period of probation will extend the probationary period. Performance and conduct during the probationary period will be reviewed through a process of assessment meetings. Termination of the appointment during the probationary period, for any reason or no reason, will be at the discretion of the College. The disciplinary procedure will not apply to a dismissal during probation where the probationary employee has been employed by MIC for less than 12 months. Hours of Attendance The full-time working hours are 35 hours per week. The normal hours of duty are Monday to Thursday, 9:00 am to 05:00 pm, with a 1-hour unpaid lunch break each day and Friday, 9.00 am to 4.45 pm with a 45-minute unpaid lunch break. However, the duties attaching to the position are such that the post holder may be required to work evenings/weekends on occasion to accommodate service needs. Subject to College policy, the post holder may avail of “Time-Off-In-Lieu (TOIL)” or overtime where working hours exceed the contract hours per week. The College reserves the right to adjust starting and finishing times or days of duty to meet service needs. Salary The Salary scale for this position has been approved by the Department of Further and Higher Education, Research, Innovation and Science and the Higher Education Authority in line with Government Policy on Public Sector remuneration. The rate of remuneration may be adjusted from time to time in line with Government pay policy. The appointment will be made on the salary scale at a point in line with current Government Pay Policy. New entrants to the Civil or Public Sector, as defined in Circular 18/2010, will commence on the first point of the salary scale. This post is at Higher Executive Officer grade. With effect from 1st March 2025 the annual salary scale for Higher Executive Officer (Grossed up) is: €58,266, €59,968, €61,668, €63,367, €65,069, €66,770, €68,470 €70,927(LSI 1) and €73,377(LSI 2) Increments are awarded in line with national pay agreements. Salary will be paid on a monthly basis on the 25th of each month, or the previous Friday if 25th falls on a weekend, using the Paypath facility. Payment of salaries and wages are subject to statutory deductions, i.e Income Tax (PAYE), Superannuation Contributions, Pay Related Social Insurance (PRSI) and Universal Social Charge (USC). Superannuation New entrants to the public service will be required to participate in the Single Public Service Pension Scheme and pay Superannuation contributions at the appropriate rates in accordance with the provisions of the Public Service Pensions (Single Scheme and Other Provisions) Act, 2012. Details of this scheme can be obtained from the College’s website. All other eligible appointees are automatically included in the Colleges’ of Education Pension Scheme on taking up appointment. In compliance with the Colleges of Education Pension Scheme, deductions amounting to 6.5% are made from salary. Details of the regulations concerning the Colleges’ of Education Pension Scheme may be obtained from the College’s Human Resources Office. The appointee will be required to pay Additional Superannuation Contribution (ASC) under the provisions of the Public Service and Pensions Act 2017. Appointees who commenced employment in the public service between 1st April 2004 and 31st December 2012 and have not had a break in employment of greater than 6 months will have no mandatory retirement age. All other appointees will have a mandatory retirement age of 70. Pension Abatement If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/Public Service pension comes into payment during the appointee’s 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, the applicant is acknowledging that they understand that the abatement provisions, where relevant, will apply. It is not envisaged that the College will support an application for an abatement waiver in respect of appointments to this position. Annual Leave The annual leave entitlement for this grade is 27 working days per leave year. Annual leave should be taken when students are off campus and the taking of leave must have the prior approval of the relevant Line Manager. Public Holidays are granted in accordance with the provisions of the Organisation of Working Time Act, 1997. Sick Leave There is a discretionary sick pay scheme, details of which are available from the Human Resources Office. Employees who have a minimum 3 months’ continuous employment with the College may be granted sick pay subject to the terms of the Public Service Sick Leave Scheme. Sick pay is contingent on full cooperation and compliance with the College’s absence management procedures. Confidentiality In the course of working in Mary Immaculate College, the person appointed may have access to or hear information concerning staff and/or students and/or the functioning and the business of the College. Such information acquired in the course of employment with the College, including any aspect of the College’s responsibilities or operations, is considered to be confidential information. On no account must information concerning students, staff or other College business be divulged or discussed except in the performance of normal duties and, unless authorised to do so, this information shall not be communicated to a third party. In addition, records must never be left in a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. Health & Safety Mary Immaculate College attaches the highest regard to the safety, health and welfare of its employees. It is the duty of each employee to take reasonable care to protect the health and safety of themselves and of other people in the workplace. Each employee must comply with all health and safety policies and procedures in operation in Mary Immaculate College and familiarise themselves with the Safety Statement. Employees are obliged to wear any PPE (Personal Protective Equipment) that they may be provided with and no person shall intentionally or recklessly interfere with or misuse any appliance, protective clothing or other equipment provided in the workplace for health and safety purposes. Employees are statutorily/legally obliged to ensure that any accidents/incidents which may occur are reported promptly to the Health and Safety Officer on the MIC Accident/Incident Report Form. College Policies, Rules and Regulations The College is a Public Sector employer and is bound by National Agreements. It is also bound by regulations, circulars and directives issued on behalf of Government by the Department of Finance, the Department of Education, the Department of Further and Higher Education, Research, Innovation and Science and the Higher Education Authority. Employees are at all times subject to the provisions of the Code of Conduct for Staff, College policies, rules and regulations. These policies include but are not confined to Disciplinary & Grievance Policies, Dignity at Work, Examination Rules & Regulations, Policy on Responsible Computing and Use of Information Technology Facilities. All employees are required to familiarise themselves with the contents of Policies and Procedures, available on the College’s Staff Portal. Termination of Employment At least 2 calendar months’ written notice is required to resign this post. On the termination of employment but before departing from the College, staff members are required to return to the College all books, reports, memoranda, correspondence, papers, records, reports, files including data held on electronic files, computer disks, electronically recorded discs, and any other documentation, and all other property, including office keys, belonging to the College or relating to its business or affairs which are in the possession of a staff member or under their control when the employment is terminated.
Clerical Officer
Principal Duties The role of Clerical Officer working as part of the Corporate Team will contribute to the achievement of the Agency's objectives and effectiveness by ensuring that the day-to-day office functions are efficient and responsive to the Project. The role involves: • Dealing with telephone queries and acting as a receptionist for the GDA's offices. • Assisting with the preparation of agendas, minutes and general documentation for the Board of the Agency, its committees, working groups and for the Consultative Group. • Ensuring up-to-date contact details of stakeholders, interested parties are maintained. • Providing clerical support to the various functions in the Agency. • Maintaining and updating the Admin A-Z on OneNote. • Providing support in organizing public or consultation meetings and workshops. • Providing support in updating policies and procedures for the GDA. • Providing support for Corporate Health & Safety. • Maintaining an effective electronic filing and records system, including archiving Procurement of office supplies and equipment. • Stocktaking of office supplies and equipment and ensuring there are no stock shortages. • Managing PPE equipment for construction site visits. • Conducting staff surveys using MS forms. • Providing photocopying and filing support to the GDA team. • Ordering couriers/taxis for the GDA team. • Dealing with the GDA's incoming and outgoing post. • Booking and setting up rooms, materials, and consumables (catering) for meetings. • Preparing of documentation and presentation material for meetings. • Raising Purchase Orders (PO's). • Liaising with Office contractors (Fire Extinguisher Maintenance, Water Cooler/Boiler Servicing, Cleaners). • Coordinating Staff Social Events. • Ensuring that the GDA offices, kitchen and lobby area are kept tidy, clean, and professional looking at all times. • Undertaking any other duties of a similar level and responsibility as may be required from time to time. The functions and responsibilities assigned to this position are based on the current stated role and may be changed from time to time. The person appointed requires the flexibility to fulfil other roles and responsibilities at a similar level within the GDA. As this role includes reception duties it is not suitable for blended working. Candidate Requirements Candidates shall on the latest date for receipt of completed application forms have the following: • Essential Requirements: • Leaving Certificate Qualification • A minimum of 1 year's relevant office administration experience including provision of secretarial support, minute taking, etc. • Excellent IT skills (including Microsoft Word, Excel, PowerPoint and SharePoint). • Good communications skills and ability to work as part of a team. Desirable Requirements: • Letter writing skills and grammatical proficiency • Previous experience of working in administration within an educational or public service setting. • Good organisational skills and an ability to work on own initiative. • Experience in dealing with Local Community or Voluntary Groups Eligibility to compete and certain restrictions on eligibility Eligible Candidates must be: • A citizen of the European Economic Area. The EEA (European Economic Area) consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or • A citizen of the United Kingdom (UK); • A citizen of Switzerland pursuant to the agreement between the EU (European Union) and Switzerland on the free movement of persons; or • A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or • A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State because of family reunification and has a stamp 4 visa or • 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 Switzerland and has a stamp 4 visa. To qualify candidates must meet one of the citizenship criteria above by the date of any job offer. Candidates who are not citizens of the aforementioned countries must have the necessary permissions to work in Ireland. 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) and the Minister’s consent will have to be secured prior to employment by any Public Service body. Incentivised Scheme for Early Retirement (ISER) It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that, retirees, under that Scheme, are not eligible to apply for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position. Department of Education and Skills Early Retirement Scheme for Teachers Circular 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 considered in the calculation of the pension payment). 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 moneys. The same prohibition on re-employment applies under the VRS, except that the prohibition is for a period of 7 years. People who availed of either of these schemes are not eligible to compete in this competition. Department of Environment, Community & Local Government 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 above, it is a specific condition of that VER Scheme that persons will not be eligible for reemployment 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). Declaration Applicants will be required to declare whether they have previously availed of a Public Service scheme of incentivised early retirement. 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. It is the responsibility of former public or civil servant candidates to ensure their eligibility to apply. Potential candidates who participated in a voluntary severance/redundancy or early retirement programs, received a redundancy payment or are in receipt of a public sector pension, should familiarise themselves with their individual conditions pertaining to public sector re-employment and declare same if applying. Principal Conditions of Service Salary Entry will be at the minimum of the scale and increments may be awarded subject to satisfactory performance and to changes in the terms and conditions relating to salary increments in the Civil/Public Service generally. The rate of remuneration may be adjusted from time to time in line with Government pay policy. PPC (Personal Pension Contribution) Scale (for officers who are existing civil or public servants appointed on or after 6 April 1995 or who are new entrants to the civil or public service and who are making a compulsory personal pension contribution). Clerical Officer (PPC) 590.21 – 623.23 – 631.62 – 647.99 – 672.15 – 696.26 – 720.35 – 737.91 – 757.82 – 780.93 – 797.18 – 820.07 – 842.79 – 878.27 – 906.13¹ – 918.93² A different rate will apply where the appointee is a civil or public servant recruited before 6th April 1995 and who is not required to make a Personal Pension Contribution. Other pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant. Important Note Entry will be at the minimum of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Different terms and conditions may apply if you are a currently serving civil or public servant. Subject to satisfactory performance, increments may be payable in line with current Government Policy. Successful candidates will agree to repay any overpayment of salary, allowances, or expenses in accordance with Circular 07/2018: Recovery of Salary, Allowances, and Expenses Overpayments made to Staff Members/Former Staff Members/Pensioners. Annual Leave The annual leave allowance for the position of Clerical Officer Grade is 22 days. This allowance is subject to the usual conditions regarding the granting of annual leave in the Civil or Public Service, is based on a five-day week and is exclusive of the usual public holidays. Hours of Attendance Hours of attendance will be fixed from time to time but will amount to not less than 35 hours nett per week. The successful candidate will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of their duties subject to the limits set down in the working time regulations. The rate of remuneration payable covers any extra attendance liability that may arise from time to time. Place of Work The GDA’s offices are currently located at Park House, Grangegorman, Dublin 7. The offices will be such as may be designated from time to time by the Agency to meet the needs of the project and could relocate during the contract to facilitate the work of the Agency. When absent from home and office on duty, appropriate travelling expenses and subsistence allowances will be paid subject to the normal Civil or Public Service regulations. Tenure and Position The position of Clerical Officer is a full-time 5-year fixed term contract. The provisions of the Unfair Dismissals Acts 1977 – 2007 will not apply to the termination of the contract consisting only of the expiry of the fixed term. The probationary contract will be for a period of 6 months, this is included and not additional to the specified purpose contract. Notwithstanding this paragraph and the paragraph immediately following below, this will not preclude an extension of the probationary contract in appropriate circumstances. During the period of your probationary contract, your performance will be subject to review by your supervisor(s) to determine whether you: (i) Have performed in a satisfactory manner, (ii) Have been satisfactory in general conduct, and (iii) Are suitable from the point of view of health with regard to sick leave. Suspension of Probation The Agency may suspend the probationary period and, as a result, extend the term of the probationary contract in the following circumstances: • the probationary period will be suspended if the officer is on Maternity or Adoptive leave, • the probationary period may, at the discretion of the Department, be suspended where the employee is absent on any other form of statutory or non-statutory leave. Where the Agency’s ability to assess the officer and/or the officer’s ability to demonstrate their suitability for permanent appointment is compromised by the officer’s absence on leave, the contract period will be extended by the period of leave taken. Duties The appointee will be required to perform any duties appropriate to their grade which may be assigned to them. They may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties. 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. Officers who will be paying Class A rate of PRSI will be required to sign a mandate authorising the Department of Employment Affairs and Social Protection to pay any benefits due under the Social Welfare Acts directly to the employing Department or Organisation. Payment during illness will be subject to the officer making the necessary claims for social insurance benefit to the Department of Employment Affairs and Social Protection within the required time limits. Candidates will be shortlisted on the following essential requirements in Superannuation and Retirement The appointee will be offered public service pension terms and retirement age conditions in accordance with pension arrangements in the GDA depending on the status of the successful appointee: 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 at www.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. 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.
