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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