Clerical Officer

Information Booklet–August 2016

QUALIFICATIONS

  1. CHARACTER:

Candidates shall be of good character.

  1. HEALTH:

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

  1. EDUCATION, EXPERIENCE, ETC:

Candidates shall:

(i)have obtained at least Grade D, in Higher or Ordinary Level in five subjects from the approved list of subjects in the Dept of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme

OR

(ii)have passed an examination of at least equivalent standard

OR

(iii)have satisfactory relevant experience which encompasses demonstrable equivalent skills.

Selection of Candidates

Selection:

Selection of candidates may be made by means of either or all of the following:

  • Aptitude Test.
  • Short listing – (based on the information supplied on the application form, having regard to the requirements of the role of Clerical Officer and to reduce the list of candidates to a more manageable number for interview);
  • Competitive Interview
  • Optional Irish Language Test (oral and written assessments)

The number to be called for interview shall be determined by the Council from time to time having regard to the number of vacancies to be filled.

Optional Irish Language Test:

Some posts will only be filled by persons who are capable of providing services through the medium of Irish. Knowledge of the Irish language will be assessed by means of a separate language test or, at the discretion of Donegal County Council, at the final interview stage. The language test shall consist of a conversation on general topics and, to the extent that this may be appropriate, on matters relating to the duties of the post concerned. Candidates may also be required to undergo a short written test. Aknowledge of unusual technical terms shall not be required.

Please note that candidates interested in being assigned to Dungloe Public Services Centre must be able to provide services through the Irish language (and pass the language test to the satisfaction of the Council). The Council will also have regard to our Language Scheme 2014 – 2017, when making appointments to other offices.

Panel:

At the conclusion of the selection process, a panel of qualified candidates shall be formed and will be placed in order of merit on same. Candidates whose names are on the panel and who satisfy Donegal County Council that they possess the qualifications declared for the post of Clerical Officer and that they are otherwise suitable for appointment may within the life of the panel be appointed by Donegal County Council as vacancies arise. (A sub panel of qualified candidates pertaining to the Irish Language will be formed in respect of posts that require to be filled in line with our Language Scheme 2014 – 2017).

Expenses

Donegal County Council will not be responsible for any costs incurred by applicants in attending for testing and/or interview.

Right to Information and Review

The Council is committed to offering feedback and information to candidates. Any candidate who wishes to have a decision or the process reviewed, can request same. Any such request must be submitted in writing, stating the grounds of the request, and this must be submitted within 5 working days from the date of notification of a relevant decision.

Confidentiality

Subject to the provisions of the Freedom of Information Act 2014, applications will be treated in strict confidence.

References/Documentary Evidence:

Any appointment to Donegal County Council will be subject to satisfactory:

  • Medical/Garda Vetting/Qualification/Reference Checks.

PARTICULARS OF EMPLOYMENT

  1. Remuneration:

Annual Salary – currently - €21,893to €37,339.

Starting pay for new entrants will be at the minimum of the scale.

Rate of remuneration may be adjusted from time to time in line with government pay policy.

  1. Hours of Work:

You will be required to work a minimum of 37 hours per week. The Council reserves the right to alter your hours of work from time to time. All hours worked shall be subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Act (Regulations) 2001.

  1. Role & Duties

The Clerical Officer is the entry-level administrative grade in Local Authorities (LA’s) in the country. Clerical Officers are deployed across a vast range of services throughout the organisation providing a vital role through a range of administrative duties. To become a Clerical Officer, one must demonstrate a good general educational standard and be efficient and customer focussed.

The duties shall be such clerical/administrative and secretarial as may be assigned to the employee from time to time by Donegal County Council and shall include the duty of deputising for other employees of the local authority, when required, and such duties as may be assigned to him/her in relation to the area of any other local authority.

The following is a non exhaustive list of duties which may be assigned to a Clerical Officer:

  • Dealing with Public/Customers, including Public Counter/Reception Work
  • Word processing, spreadsheets, database, email and internet
  • Inputting and working with computer data.
  • Cashiering
  • General Clerical duties – filing, faxing, photocopying
  • Handling mail and correspondence including electronic correspondence.
  • Processing invoices and payroll for payment
  • Accounts – Purchasing, Creditors, Debtors.
  • Taking minutes of meetings
  • Drafting letters and reports
  • Such other duties as may be assigned from time to time
  1. Skills and Competencies.

Skills and competencies required of a Clerical Officer are varied, and can be summarised below.

IS / Financial / Accounts Skills.

  • Has a good practical application of IS skills.
  • Can use various IS packages / systems.
  • Is proficient with new technologies.
  • Has an ability to deal with accounts, invoices and so forth.

Customer Care.

  • Is respectful, courteous and professional when dealing with customers;
  • Understands customer needs and expectations and acts on these appropriately;
  • Is willing to represent the LA in a positive manner through delivery of a prompt and efficient service;
  • Is capable of dealing with difficult customers in an effective manner.

Working with people as part of a team.

  • Is aware of the importance of working as part of a team in order to meet targets;
  • Actively participates as a team member and is co-operative and helpful to colleagues
  • Has an ability to develop and maintain good working relationships with fellow team members and other colleagueswithin the organization.

Organisational skills.

  • Adheres to set practices and procedures in order that work is completed to a high standard;
  • Demonstrates an ability and a willingness to identify relevant information;
  • Prioritises workloads and generates effective solutions.

Commitment / Initiative.

  • Demonstrates commitment to the role and delivery of a high quality service;
  • Is flexible and adaptable in their approach to work;
  • Is interested in their job and willing to learn new skills;
  • Uses initiative to suggest and try a better way to do things.

Communications skills.

  • Has good written communication skills in order to understand correspondence and reply accordingly;
  • Has good verbal communication skills in order to deal with and assist customers and colleagues.
  1. Health:

For the purpose of satisfying the requirement as to health it will be necessary for the successful candidate, before he/she is appointed, to undergo a Medical Examination by a qualified Medical Practitioner to be nominated by the local authority.

  1. Other:

Donegal County Council shall require persons to whom employment is offered to take up such employment within a period of not more than one month and if they fail to take up the employment within such period or such longer period as the Council in its absolute discretion may determine, the Council can decide not to employ them.

NOTE:

Applicants are reminded that any attempt by themselves or by any persons acting on their behalf directly or indirectly by means of written communication or otherwise canvass or influence in the candidate’s favour any officer of the County Council or persons nominated by the Chief Executive to interview or examine applicants, will automatically disqualify the applicant for the position they are seeking.

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