BROTHERS OF CHARITY SERVICES IRELAND

CLERICAL OFFICER

Miltown Malbay, Co. Clare

Role: CLERICAL OFFICER

Location: Miltown Malbay, Co. Clare

Closing Date for Applications: Wednesday 2nd of October 2024

PARTICULARS OF EMPLOYMENT
Tenure of Employment:
Permanent Part -Time: 50/70 (25 hours per week, 5 hours per day)

Garda Clearance / Police Clearance:
Garda Clearance is a requirement for employment in the Brothers of Charity Services. Police Clearance is also required for candidates who have lived abroad for over six months.

Remuneration: Salary Scale (Pro Rata):
Clerical Officer Grade (Department of Health, Consolidated Scales)
€29,310 - €46,448 (Pro Rata)

Annual Leave:
The Annual Leave attached to this post is 25 days

Pension Scheme:
The Brothers of Charity Contributory Superannuation Scheme which is linked with the Nominated Health Agencies Superannuation Scheme or Single Public Service Pension Scheme (whichever is applicable) will apply to this appointment and the person appointed will enter the said Scheme as and from the date of taking up employment.

Job Description & Person Specification
Introduction: The Brothers of Charity Services Ireland aims to empower people with intellectual disabilities / autism to live the lives they choose. Our focus is on forming a partnership with each individual and their family, enabling them to design their own service so that they can enjoy a real life in a real place with a healthy balance of supports. We wish to create opportunities for people with intellectual disabilities to have social roles in their communities and to have the chance to form real friendships.

Purpose of the Post:
To provide administrative, payroll and clerical support.

QUALIFICATIONS & EXPERIENCE
Essential:

• Achieved Leaving Certificate standard of Education
• A good working knowledge of Windows, Microsoft Office, Excel, Microsoft Teams, etc.
• At least 2 years administrative experience
• Ability to deal with IT queries/issues
• Ability to prioritise and handle multiple tasks simultaneously and meet deadlines
• Excellent written and spoken communication skills that allow you to inform and advise others clearly
• Strong numerical, analytical and attention to details skills
• Strong Interpersonal skills that enable you to work with people at all levels
• Ability to work within a team environment and be self-motivated
• Full Clean Drivers Licence

Desirable:
Third level qualification in Office Management or equivalent

Main Duties and Responsibilities:

• Review transport contributions, where relevant.
• Assist with archiving of files
• Ensure new staff have emails set up and ID cards ordered
• Maintain a required level of PPE supplies
• Maintain office supplies
• Assist Manager in reviewing and planning of required training and supervision schedules
• Ensure training matrix are kept up to date
• Prepare invoices, reports, memos, letters, financial statements, spreadsheet, database and other documents, as required.
• Maintain the RSSMAC master list and review and ensure the financial assessment for persons supported are completed in conjunction with local manager
• Organise the servicing of aids, appliances, and other equipment as required.
• Set up meetings, record minutes of meeting and book local venues for training/meetings as required
• Carry out duties such as filing, typing, copying, scanning, laminating, shredding etc.
• Typing of various documents and reports, inputting information and use of data base and spreadsheets (excel)
• Prepare documentation required for local or team specific training events such as attendance records
• Preparing documents for interviews such as questions, scoring sheets, easy read interviewer questions etc as per chairperson specification.
• Assist with the completion of ‘My Money’ audit as required
• Assist with OLIS/ NASS updates or reviews as reviewed
• Assist with the timesheet processing, as required
• To maintain confidentiality in all matter
• Any other duties which may be assigned from time to time by your Manager

Due to the constantly changing needs of individuals who use the services and the constantly changing environment in which services are being provided all staff are expected to have a high level of flexibility and an ability to modify their approaches based on the needs of the individuals who use the services and the requirements of the service delivery environment. This job description and person specification may therefore evolve over time.
HEALTH AND SAFETY:

• Be conscious of Health & Safety matters in the workplace and, in particular, to comply with employees’ obligations as set out under Section 9 of the Safety, Health and Welfare at Work Act, 2005. Ensure that the procedures set out in the Safety Statement are implemented at all times.
• Promote safety in all environments for individuals supported by our Services and employees in line with the Brothers of Charity Services Ireland Clare Health and Safety Statement.
• Become familiar with and practise fire drill procedures within places of work, i.e. fire detection, evacuation and fire-fighting.
• If deemed essential for your role, you will be expected to undertake Basic First Aid/Heart-saver/AED training.
• Undertake ongoing Risk Assessments as required.
• Report all accidents to your line manager and human resources immediately as they occur.

WORKING RELATIONSHIPS AND COMMUNICATION:

• Understand and operate all relevant local and organisational procedures, directives and general information made available through the line manager.
• Develop and contribute to good working relationships in the Organisation and with all other relevant personnel.
• Report to and appraise line manager or designate of all work-related issues and difficulties.
• Maintain strict confidentiality relating to matters regarding personnel and services.

- The Brothers of Charity Services Ireland is an Equal Opportunities Employer -