Clerical Officer Grade III Castlebar, Co. Mayo Ref 2024-210

at  Western Care Association

JOB BRIEF

The successful candidate will provide administrative support which will include proactively and responsively communicating both internally and externally as required thus ensuring an efficient service level is maintained. (full job description below)

JOB DESCRIPTION

Purpose of Job: The successful candidate will provide administrative support which will include proactively and responsively communicating both internally and externally as required thus ensuring an efficient service level is maintained.
Reporting Relationship: As assigned

CONDITIONS:

• The Job Description forms an integral part of the Contract of Employment, together with the Association’s Guidelines.
• To engage with and use the technology systems and packages provided by the Association to support day to day work and future planning needs.
• You will receive support and supervision from your line manager regarding your day-to-day work through the Supervisory Support Process in place in the Association.

QUALIFICATION & REQUIREMENTS FOR THE ROLE:

• Leaving Certificate mandatory
• Administration Qualification desirable
• Minimum 3 years previous experience of working in a busy administration role is required
• Competent and proficient in the use of MS Word / Excel & Databases
• Ability to work under pressure to meet deadlines
• Attention to detail is essential
• Be a good communicator
• Ability to work on own and as part of a team

MAIN DUTIES & RESPONSIBILITIES:

• Maintaining the administration element required in assigned Area/Department
• Maintain and develop database systems to support the service
• Effective records and filing retrieval system in line with FOI Act
• Ensuring accurate attention to detail and consistent adherence to procedures within areas of responsibility
• Ensuring deadlines are met and service levels maintained
• Maintain electronic diary and calendar bookings
• Screening of telephone calls and appropriate action
• Support the assigned manager in meeting preparation, including but not limited to, booking meeting rooms, issuing notifications, recording the meeting and providing an accurate set of minutes for distribution following meetings
• 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
  The above is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the grade, which may be assigned to him/her from time to time

REQUIREMENTS OF THE ROLE:

• Previous experience of working in a busy administration role is required
• Competent and proficient in the use of MS Word / Excel & Databases
• Confidentiality is a key requirement for this role
• Ability to work under pressure to meet deadlines
• Attention to detail is essential
• Be a good communicator
• Ability to work on own and as part of a team