Clerical Officer
Job Specification & Terms and Conditions
Job Title Clerical Officer Grade III
Principal Duties and Responsibilities
In line with employer policies, procedures and best practice standards the Clerical Officer will:
Administration
• Provide office support, answer queries and provide a telephone service
• Keep themselves appraised of the relevant documentation / procedures as relevant
• Manage data - including maintaining, correcting, collating, interrogating, validating and processing data
• Maintain accurate up to date records filing systems and records (computerised / paper copy)
• Record information on a CRM database
• Assist in and / or prepare reports as necessary
• Provide required information and support to Line Managers and teams, team members, and members of the public etc.
• Action all communications in a timely manner
• Undertake any other administrative support and assignments as directed
• Represent the Service in a positive manner
Customer Service
• Take phone calls from members of the public
• Promote and maintain a customer focused environment
• Ensure that service users are treated with dignity and respect
• Act on feedback from service users / customers and report same to Line Manager.
Service Delivery and Improvement
• Handle sensitive and confidential information as per GDPR guidelines
• Identify potential problems / inconsistencies in a timely manner and consult with Line Manager as appropriate.
Standards, Policies, Procedures and Legislation
• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively.
The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.
Eligibility Criteria
Qualifications and/ or experience
Candidates must have at the latest date of application: -
(i) Obtained at least grade D (or 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 Leaving Certificate Applied.
Or
(ii) Passed an examination of at least equivalent standard
Or
(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills
And
(b) Candidates must possess the requisite knowledge and ability, including a
high standard of suitability and administrative ability), for the proper discharge of the office.
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.
Character
Each candidate for and any person holding the office must be of good character.
Other Requirements Specific to the post
Garda Vetting
Candidate will be required to satisfy first and second level Garda vetting and all offers will be conditional on meeting this requirement.
Skills, competencies and/or knowledge
Professional Knowledge & Experience
• Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities and eligibility criteria.
• Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.
• Demonstrates the ability to work in line with policies and procedures
Planning and Managing Resources
• Demonstrates the ability to plan and organise own workload in an effective and methodical manner
• Delivers within timescales and to a quality standard
• Takes responsibilities for work and sees it through to completion
Commitment to a Quality Service
• Demonstrates a commitment to providing a quality service e.g. pays close and accurate attention to detail in their work
• Demonstrates awareness and appreciation of the service user
• Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment
Evaluating Information, Problem Solving & Decision Making
• Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions
• Thinks through decisions to make sure they are in line with policy and local practice
• Gathers information from enough sources and other people to make well-founded decisions
Team working
• Demonstrates the ability to work on own initiative as well as part of a team
• Contributes to a positive team spirit
• Demonstrates a willingness to become involved and help team members if they are under pressure
Communication & Interpersonal Skills
• Effective communication skills including the ability to present information in a clear and concise manner
• Strong written communication skills
• Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect
Should the above role be of interest to you please apply in with you most up to date C.V
