Clerical Officer

Waterways Ireland; Enniskillen; On-site; GBP 21,000 - 27,000; Full time

Job summary

Waterways Ireland is seeking a clerical officer to provide comprehensive administrative support across multiple disciplines. You will handle data entry, record keeping, correspondence and a range of clerical duties, all while maintaining confidentiality and professionalism.

The role sits within the Chief Executive’s Office, engaging with internal teams and senior officials, managing multiple priorities in a fast-paced environment with discretion and attention to detail.

Qualifications

• Five GCSEs grades A-C (including English and Mathematics) or equivalent.
• A minimum of three years’ relevant experience in an administrative role.
• Competency in productivity software including PowerPoint, Word and Excel.
• Experience dealing with customer queries via multiple channels.
• Experience maintaining confidential records and meeting deadlines.

Responsibilities

• Undertake general office administration including filing, photocopying, scanning, mail and clerical work.
• Provide management level support including administration and meeting preparation.
• Attend meetings and take minutes as required.
• Data input such as raising Purchase Orders, processing invoices and other internal system entries.
• Maintain accurate records and filing systems to manage information.
• Handle internal and external queries and correspondence.
• Utilise office equipment to ensure smooth communication flows.
• Prepare reports, papers, presentations, proposals, letters, memos or charts in Microsoft Office.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other duties as assigned by Line Manager to support department objectives.

Skills

Data entry

Record keeping

Communication skills

Organisation

Education

Five GCSEs A-C including English & Maths

Tools

PowerPoint

Word

Excel

Microsoft Office

Job description

As a clerical officer, you will be responsible for performing administrative tasks and providing clerical support across a range of administrative disciplines. Your role will involve assisting with a wide range of administrative functions, including data entry, record keeping, correspondence management, and other clerical duties as needed.

You will operate within the Chief Executive’s Office which interacts internally with all functional areas within Waterways Ireland and externally with senior governmental and departmental officials. The Chief Executive’s Office handles a broad range of sensitive and confidential tasks with professionalism, managing multiple priorities, and delivering results in a fast-paced environment while maintaining the highest levels of discretion, confidentiality, and attention to detail.

KEY FUNCTIONS

• Handle confidential information.
• Engaging with internal and external customers and responding to verbal and written enquiries and correspondence.
• Efficient and effective maintenance of accurate records and filing systems.
• Compilation and distribution of presentations, reports and papers.

DUTIES AND RESPONSIBILITIES

• Undertaking general office administration including, filing, photocopying, scanning, sending mail and general clerical work.
• Management level support including administration and meeting preparation.
• Attendance at meetings and Minute taking as required.
• Data input – raising Purchase Orders, processing invoices and other information through internal systems.
• Maintenance of accurate records and filing systems to effectively and efficiently manage information.
• Effective management of internal and external queries and correspondence received verbally or in written format.
• Make full use of all office equipment to ensure that communication flows are effective at all times.
• Compile reports, papers, presentations, proposals, letters, memos or charts using Microsoft Office.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other duties as assigned by Line Manager to support the overall objectives of the department.
• Comply with and actively promote Waterways Ireland policies and procedures on all aspects of equality.
• Complete all training as required by Waterways Ireland within specified timeframes.

The above list is not exhaustive, and you may be required to take on other duties and responsibilities for the effective and efficient performance of your role. The organisation operates within a changing environment, and you will be required to be flexible and adapt to these changes and to develop your role as a result going forward.

PERSON SPECIFICATION

Applicants must clearly demonstrate in their application and at interview, how they meet the Eligibility and Essential Criteria outlined below.

Eligibility Criteria

Applicants must possess;

• Five GCSEs grades A-C (including English and Mathematics) or equivalent, or
• A minimum of three years’ relevant experience gained in an administrative role, where relevant is defined as possessing experience in ALL the following: -
• Competency in productivity software including excellence in the use of PowerPoint, and highly efficient in the use of Word and Excel.
• Dealing with customer queries through a range of communication channels, for example in person, by telephone, email and/or social media.
• Experience of dealing effectively with correspondence and maintaining records in a confidential manner.
• Working to deadlines.

Applications will also be considered from candidates with relevant formal qualifications considered to be of an equivalent or higher standard to those stated above.

Candidates must also be able to demonstrate the following competencies in their application and at interview. Please note that this experience may have been gained through working in the public, private, voluntary or community sectors, or in professional practice.

• Experience of working in a fast-paced environment with multiple tasks and projects at hand with competing deadlines.
• Experience of planning and organising workload with a commitment to high quality outcomes and attention to detail within required timescales.
• Strong IT skills, with demonstrated proficiency in the use of Microsoft Office applications, including Word, Excel and PowerPoint to produce high quality work.
• The ability to contribute as an effective team member and to support others.
• Demonstrate effective interpersonal and communication skills, including the ability to deal with internal /external customers verbally and in writing with confidence.
• The ability to adapt to a changing environment remaining calm under pressure.
• The ability to work with minimum supervision and use initiative to deliver service.

Shortlist Criteria

A shortlist of candidates for interviews will be prepared based on the information contained in the application forms received. It is important that all applicants demonstrate on their application form how, and the extent to which, they satisfy each of the Eligibility, Essential & Desirable criteria specified.

Only those candidates who meet the Eligibility Criteria will proceed to the formal short-listing process. Where large numbers of candidates meet the Essential Criteria and Desirable Criteria then other short-listing techniques may be used to further shortlist candidates.

Skills Demonstration

Shortlisted candidates may be expected to demonstrate their technical competencies and complete an exercise in PowerPoint, Excel and a communications task.

Reserve Panel

This competition will create a merit-based panel which will last 12 months. Similar opportunities that arise over the next 12 months will be offered to successful applicants in order of merit.