Grade 5- Clerical Officer Our Client, a Public Sector Body, is looking to hire a G5 Clerical Officer to act as a PA to the Engineering /Construction/Estates Manager based in Merlin Park.
Department Function;This department provides a range of professional, technical, project management, property, fire & safety and related services in respect of the procurement, development, operation and maintenance of the health services physical infrastructure including buildings, plant and equipment.
Principal Duties *Collaborate with the Estates Manager on a daily basis to establish and/ or revise the requirements of the day and future planning.
*Maintain a high level of organisation and administrative excellence and efficiency.
*Be responsible for day-to-day security of the work area, including fire and physical hazards.
*Deal appropriately, professionally and effectively with all communications and queries, and visitors to the office.
*Be focal point for contact and ensuring welcoming / supportive interface with stakeholders *Highlighting relevant matters, prioritise as appropriate to ensure timely follow through *Maintain a working knowledge of new legislation as necessary *Advance actions on correspondence received *Acknowledging correspondence and in the case of absence/ unavailability of the manager follow through for action upon return.
*Disseminating correspondence as appropriate to wider Estates Team and co-ordinate responses where required *Prepare draft responses for review, modification and sign off and send accordingly.
*Have an understanding of this correspondence to ensure you can update the manager as required.
*Maintain robust system for responding to Parliamentary Questions (PQs) and representations (Reps) from Public Representatives *Responsible for the monitoring and responding all PQs/Reps within timeframes.
*Draft responses on behalf of the manager for approval.
*Assist Estates Manager and 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 wider Estates Team as appropriate.
*Organise all meetings, prioritising, and reprioritising diary/ schedule of meetings according to requests, book and set up of meetings, booking and setting up of virtual meetings, meeting rooms, catering arrangements and meet and greet external attendees.
*Manage correspondence dealing with emails and incoming post, and prioritising and routing as appropriate in a timely and efficient manner.
*Progressing incoming issues and concerns to the EM in a professional and confidential manner.
*Dealing with less complex matters directly ensuring urgent matters are brought to the attention of the EM *Manage EM diary and organising meetings and appointments.
*Ensuring all EM post is processed within an agreed timeframe.
Health & Safety *Developing a Site Specific Safety Statement (SSSS) for the department/service, as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.
*Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.
*Consulting and communicating with staff and safety representatives on OSH matters.
*Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.
*Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with set procedures .
*Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.
What you need; *Similar Clerical Officer experience, ideally in statutory health agencies or similar *Demonstrate knowledge/experience in supervising staff and knowledge of policies relevant to 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 For more information, please email Skills: Organisation coordination diary management