Clerical Officer Grade III Ballyhaunis, Co. Mayo

Overview

Clerical Officer Grade III Ballyhaunis, Co. Mayo – Western Care Association

Permanent 17.5 hours per week – Monday to Friday 9.30am to 1.00pm. The successful candidate will provide administrative support in the assigned departments and communicate both internally and externally to ensure an efficient service level.

Responsibilities

• Maintaining the administration element required in the assigned Area/Department.
• Maintain and develop database systems to support the service.
• Ensure effective records and filing retrieval in line with the FOI Act.
• Ensure deadlines are met and service levels maintained.
• Maintain electronic diary and calendar bookings.
• Screen telephone calls and take appropriate action.
• Support the assigned manager in meeting preparation, including booking meeting rooms, issuing notifications, recording minutes, and distributing them accurately.
• Provide necessary support in relation to HIQA/New Directions and other regulatory bodies where required.
• Provide support to the overall function of the Organisation as required (e.g., reception duties).

Qualifications

• Leaving Certificate mandatory.
• Administration Qualification desirable.
• Minimum 3 years' experience in a busy administration role.
• Competent and proficient in MS Word, Excel, and databases.
• Ability to work under pressure to meet deadlines; strong attention to detail; good communication skills.
• Ability to work on own and as part of a team.

Salary

Clerical Officer Grade III (Scale Range €27,275 to €44,205 per annum).

Employment Benefits

• Competitive salary
• Pension and Life Insurance Scheme
• Annual leave in excess of statutory entitlement
• Premiums including anti-social payments on residential rosters
• Dedicated learning and development
• Flexible working opportunities
• Staff initiatives e.g. Employee Assistance Programme, Bike-to-Work Scheme
• Sick pay scheme

Job Description

Purpose of Job: The successful candidate will provide administrative support and communicate both internally and externally to maintain an efficient service level.

Reporting Relationship: As assigned

Main Duties & Responsibilities:

• Maintain the administration element required in the assigned Area/Department.
• Maintain and develop database systems to support the service.
• Ensure effective records and filing retrieval in line with FOI Act.
• Maintain deadlines and service levels.
• Maintain electronic diary and calendar bookings.
• Screen telephone calls and take appropriate action.
• Support the manager in meeting preparation and minutes distribution.
• Provide support to regulatory bodies where required.
• Provide support to the overall function of the Organisation, including reception duties.

The above is not an exhaustive list of duties; the post holder may be required to perform other duties as appropriate to the grade.

Requirements of the role

• Previous experience in a busy administration role.
• Competent in MS Word, Excel, and databases.
• Confidentiality is a key requirement.
• Ability to work under pressure to meet deadlines.
• Attention to detail and good communication.
• Ability to work independently and as part of a team.

Working Relationships and Communication

• Understand and operate relevant local and organisational procedures and guidelines.
• Develop good working relationships within the Organisation and with relevant personnel.
• Report to and appraise the line manager of work issues and difficulties.
• Follow the Association's Grievance and Disciplinary Procedures.
• Maintain strict confidentiality relating to personnel and services.
• Attend and participate in staff meetings as required.
• Participate in supervisory support as per Organisation Procedure.

General

• Promote inclusive community networks and a positive image of the Association in the wider community.
• Be accountable for input into service planning and delivery and job performance.
• Promote dignity at work and show respect to persons supported, colleagues, and stakeholders.
• Maintain confidentiality regarding personal information.
• Attend training and implement learning in the workplace.
• Perform other duties as requested by manager/supervisor.

Conditions

• The Job Description forms part of the Contract of Employment, along with the Association's Guidelines.
• Use the technology systems and packages provided to support day-to-day work and future planning needs.
• Receive support and supervision from the line manager through the Supervisory Support Process.

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