Clerical Officer

Job description

Job Specification

Position: Clerical Officer / Grade III
Location: Navan
Full Time: 35 hours a week / €17.49 per hour

Role Purpose

The Clerical Officer Grade III provides efficient and effective administrative and clerical support to ensure the smooth operation of services. The role involves a broad range of general office duties, supporting management, staff, learners, and external stakeholders in accordance with the Organisations policies and procedures.

Principal Duties and Responsibilities

Processing and recording all types of staff leave including sick leave, maternity leave, parental leave, career breaks, unpaid leave and statutory leave in line with Department of Education regulations and organisational policies.

Maintaining accurate and up to date leave records on relevant databases and HR systems. Maintaining accurate records, databases and filing systems (manual and electronic).

Monitoring leave balances and entitlements and updating spreadsheets and tracking systems on a daily basis.

Liaising with staff and management regarding leave applications, supporting documentation and approval processes. Liaising with internal departments and external stakeholders such as learners, parents, suppliers and the public where required.

Ensuring all medical certificates and supporting documents are received, recorded and filed appropriately.

Preparing correspondence, routine reports, letters and documentation in relation to leave approvals, refusals, extensions and return to work arrangements.

Providing information and guidance to staff regarding leave entitlements, policies and procedures.

Processing correspondence, emails and telephone enquiries in a professional and timely manner. Answering phones and responding to email queries as required.

Assisting Payroll with accurate leave data to ensure correct salary payments and deductions. Preparing reports for management in relation to leave statistics, absenteeism and trends.

Ensuring work is carried out in compliance with public sector regulations, Department circulars, organisational policies, data protection legislation and governance requirements. Maintaining strict confidentiality and handling sensitive personal and medical information appropriately.

Assisting with audits and responding to internal and external information requests.

Providing general clerical and administrative support including filing, photocopying, scanning, data entry and supporting day to day office operations within administrative offices.

Assisting with the organisation of meetings, training sessions and events, including minute taking where required.

Providing cover and support for colleagues within the HR/Administrative section during periods of leave or high workload.

Undertaking any other duties appropriate to the role as assigned by management.

Essential Requirements

Candidates must demonstrate:

• A good standard of general education, including proficiency in written and spoken English
• Previous Administrative Experience
• Strong administrative and organisational skills
• Competence in ICT, including Microsoft Word, Excel, Outlook, and databases
• Ability to work accurately, manage workloads, and meet deadlines
• Strong communication and interpersonal skills
• Ability to work both independently and as part of a team
• A high level of discretion and confidentiality

Key Competencies

• Teamwork & Collaboration
• Organisation & Planning
• Customer Service Focus
• Attention to Detail
• Adaptability & Flexibility
• Integrity & Accountability