Grade 5- Clerical Officer
Our client, a public sector body, is seeking a G5 Clerical Officer to serve as a personal assistant to the Engineering/Construction/Estates Manager based in Merlin Park.
The department provides professional, technical, project management, property, fire and safety, and related services regarding the procurement, development, operation, and maintenance of the health service's physical infrastructure, including buildings, plant, and equipment.
Key Responsibilities:
* Collaborate daily with the Estates Manager to establish and/or revise requirements for the day and future planning.
* Maintain high levels of organization and administrative excellence and efficiency.
* Be responsible for the day-to-day security of the work area, including fire and physical hazards.
* Deal professionally and effectively with all communications, queries, and visitors to the office.
* Serve as the primary point of contact and ensure a welcoming and supportive interface with stakeholders.
* Highlight relevant matters, prioritize as necessary, and ensure timely follow-through.
* Maintain a working knowledge of new legislation as necessary.
* Advance actions on correspondence received, acknowledging it and following through upon the manager's return if unavailable.
* Disseminate correspondence to the wider Estates Team and coordinate responses where required.
* Prepare draft responses for review, modification, and sign-off, then send accordingly.
* Have an understanding of the correspondence to ensure updates can be provided to the manager as required.
* Maintain a robust system for responding to parliamentary questions and representations from public representatives.
* Responsible for monitoring and responding to all PQs/Reps within timeframes.
* Draft responses on behalf of the manager for approval.
* Assist the Estates Manager and the wider Estates Team in managing regulatory and compliance obligations.
* Ensure all appropriate information and circulars/memos are circulated to the relevant personnel and a process for maintaining same.
* Provide full secretarial support to the EM and the wider Estates Team as appropriate.
* Organize all meetings, prioritizing and reprioritizing the diary/schedule of meetings according to requests, booking and setting up of meetings, virtual meetings, meeting rooms, catering arrangements, and meet-and-greet external attendees.
* Manage correspondence dealing with emails and incoming post, prioritizing and routing as appropriate in a timely and efficient manner.
* Progress incoming issues and concerns to the EM in a professional and confidential manner.
* Deal directly with less complex matters, ensuring urgent matters are brought to the attention of the EM.
* Manage the EM's diary and organize meetings and appointments.
* Ensure all EM post is processed within an agreed timeframe.
Health & Safety:
* Develop a Site-Specific Safety Statement (SSSS) for the department/service, as applicable, based on hazard identification and risk assessment, and review/update same on a regular basis (at least annually) and in the event of any significant change in work activity or place of work.
* Ensure Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organized, performed, maintained, and revised as appropriate, and ensuring all safety-related records are maintained and available for inspection.
* Consult and communicate with staff and safety representatives on OSH matters.
* Ensure a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.
* Ensure that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with set procedures.
* Seek advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.
Requirements:
* Clerical Officer experience, ideally in statutory health agencies or similar.
* Demonstrate knowledge/experience in supervising staff and knowledge of policies relevant to the position.
* Excellent computer skills, particularly Microsoft Office, Outlook, etc.
* Third-level qualification of at least level 6, Ireland (QQI).
* Demonstrate the ability to work in line with relevant policies and procedures.
Competencies:
* Planning and Managing Resources
* Commitment to a Quality Service
* Evaluating Information, Problem Solving & Decision Making
* Team Working
* Communications & Interpersonal Skills