Clerical Grade III | Reception | Admin

Grade III Temporary Clerical Officer

Job Specification

Principal Duties and Responsibilities

• Providing mainly receptionist duties and general office administration /clerical support across a range of functions.
• Meeting and greeting visitors.
• Arranging couriers.
• Answering and forwarding phone calls.
• Sorting and distributing post.
• Maintain accurate records and filing systems, both electronic and manual.
• Process forms, documents, and data entries in line with procedures.
• Assist with the preparation and distribution of correspondence, reports, and briefing materials.
• Operate standard office systems, including word processing, spreadsheets, and internal IT platforms.
• Ensure compliance with confidentiality, and organisational policies.
• Assist in the organisation of meetings and events.
• Minute taking.
• Provide support to colleagues in day-to-day office operations.
• Carry out other duties appropriate to the grade as assigned from time to time.

The above duties are not intended to be a comprehensive list of all responsibilities 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.

Confidentiality

In the course of employment, the successful candidate will have access to, or hear information concerning the medical or personal affairs of young people and/or staff, or other service business. Such records and information are strictly confidential and, unless acting on the instructions of an authorised officer, on no account must information concerning staff, young people or other service business be divulged or discussed except in the performance of normal duty. In addition, physical and electronic records must never be treated in such a manner that unauthorised persons can obtain access to them and must be left in safe custody when no longer required.

Professional Knowledge & Experience

• Candidates must be able to demonstrate clearly at interview that they possess the full range of competencies as set out below.
• Teamwork
• Shows respect for colleagues and co-workers
• Develops and maintains good working relationships with others, sharing information and knowledge, as
• appropriate
• Offers own ideas and perspectives
• Understands own role in the team, making every effort to play his/her part
• Information Management & Processing
• Approaches and delivers all work in a thorough and organised manner
• Follows procedures and protocols, understanding their value and the rationale behind them
• Keeps high quality records that are easy for others to understand
• Draws appropriate conclusions from information
• Suggests new ways of doing things better and more efficiently
• Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc.
• Delivery of Results
• Excellent planning and organisational skills including using computer technology effectively.
• Takes responsibility for work and sees it through to the appropriate next level
• Completes work in a timely manner
• Adapts quickly to new ways of doing things
• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes
• Writes with correct grammar and spelling and draws reasonable conclusions from written instructions.
• Identifies and appreciates the urgency and importance of different tasks.
• Demonstrates initiative and flexibility in ensuring work is delivered.
• Is self-reliant and uses judgement on when to ask manager or colleagues for guidance.

Customer Service & Communication Skills

• Actively listens to others and tries to understand their perspectives/ requirements/ needs.
• Understands the steps or processes that customers must go through and can clearly explain these.
• Is respectful, courteous and professional, remaining composed, even in challenging circumstances.
• Can be firm when necessary and communicate with confidence and authority.
• Communicates clearly and fluently when speaking and in writing.

Specialist Knowledge, Expertise & Self Development

Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, spreadsheets, Microsoft Office, relevant policies etc.

Clearly understands the role, objectives and targets and how they fit into the work of the unit.

Is committed to self development and continuously seeks to improve personal performance.

Eligibility Criteria Qualifications and/ or experience

• Leaving Certificate or equivalent (essential).
• Previous experience in an administrative or clerical role, ideally within the public sector (desirable).
• Strong proficiency in Microsoft Office (Word, Excel, Outlook) and general IT skills.
• Good organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work effectively as part of a team and on own initiative.
• Commitment to providing high-quality service and maintaining confidentiality.

Why Choose Staffline? At Staffline, we comprehend the challenges of the job search journey and are equipped with the requisite tools and resources to facilitate your success. As a reputable recruitment agency, we offer a diverse range of permanent and temporary employment solutions across various industry sectors in both Northern Ireland and the Republic of Ireland. To seize this promising opportunity, kindly reach out to Georgina Roome at our Swords branch directly via email at [email protected] or proceed by clicking the apply button with your up to date CV!