COMPETITION NOTICE and JOB DESCRIPTION. Open Recruitment Competition for the position of. Works Clerk in

Transcription

1 COMPETITION NOTICE and JOB DESCRIPTION Open Recruitment Competition for the position of Works Clerk in the East Region Arterial Drainage Maintenance and Construction Services Division Competition Reference: Closing Date: 5:30pm on Tuesday, 3 rd July The Office of Public Works (OPW) invites applications for the position of Works Clerk in the East Region Arterial Drainage Maintenance and Construction Services Division. The position is based in Newtown, Trim, Co Meath. The Division is responsible for the maintenance of schemes completed under the 1945 Arterial Drainage Act and for the undertaking and maintenance of flood defence schemes under the 1995 (Amendment) Act. The position is a permanent full-time Non-Established State Industrial post based on a 39-hour week, and will be subject to a seven-month probation period which may be extended to 10 months under certain circumstances. Continuation in employment in the position, once appointed, is subject to satisfactorily meeting the requirements of the position and performing the duties as directed. Following competitive interview and a practical test, the latter if deemed necessary, a panel will be established from which sanctioned positions of Works Clerk, in the East Region Arterial Drainage Maintenance and Construction Services Division, may be filled. This panel will remain in place for a limited period. Essential Eligibility Requirement (must be met at the closing date for receipt of applications) Current, full, clean driving licence, minimum category B & W The Role The primary function of the jobholder is to ensure that all functions and requirements of the office and stores are undertaken, as required, including clerical, administration, stores, HR, payroll and procurement duties. Principal Duties and Skills The following list of duties and skills is not exhaustive but indicative of the role of Works Clerk in the East Region Arterial Drainage Maintenance and Construction Services Division. OPW Quality ISO 9001 and Health & Safety Integrated Management Systems OHSAS18001; record keeping; assisting with audits; attending safety meetings etc.; Pricing & procuring of supplies and services in an efficient and safe manner under the direction of the Regional / Area Engineer / Office Foreman and in support of the Civil Foreman & Mechanical Fitter; Adhering to all duties in relation to procurement as outlined in office notices & ISO procedures; Checking invoices and receipts, updating stores software and stock records; Preparing payments for supplies and services; Works Clerk in East Region Arterial Drainage Maintenance and Construction Services Division Page 1 of 5

2 Preparing, filing and day-to-day management of payment for supplies and services; Ordering and issuing appropriate PPE for staff; Communicating with suppliers, landowners and the public as required; Recording, maintaining and updating records / communications in the Correspondence Database; Responsibility for the organisation and layout of stores and general housekeeping to ensure optimal service delivery and a safe working environment; Handling and manual lifting/movement of incoming / outgoing stores materials in storeroom and stockyard; Issuing of fuels, lubricants, cement and hazardous substances incl. issuing of appropriate documentation; Maintaining registers, Life Jackets, Fire Register, Plant & Lifting Equipment, Ladder Register, PPE Register and chemical Register; Undertaking Stores Auditing and stock checking (internal, on-site, inter-region) as directed. Managing / preparing payroll requirements via Corepay and invoices via Purchase to Pay (P2P) systems; Maintaining HR management records including attendance records, sick leave records etc.; Adapting to new technology / methods as directed; Ensuring that all required ISO records are maintained; Undertaking Fire warden duties including Fire Drills; Complying with office / depot and yard security requirements and systems; Complying with all H&S procedures as directed; Maintaining the depot in an organised manner including stores, plant and materials; Managing / undertaking work from other depots as required (admin / stores / pay / procurement etc.); Implementing file storage systems and shredding of obsolete records as required; Site visits to construction sites and other depots on occasion; Carrying out other duties as assigned by the Regional / Area Engineer / Office Foreman which are considered appropriate to the grade. Relevant Skills and Competencies ICT skills; Stores, payroll and HR operation and management; Organisation, prioritisation, diary management and administrative skills; Procurement of goods and services; Communication, interpersonal and numeric skills; Accuracy and attention to detail; Record keeping, maintenance and management; Flexibility and versatility consistent with the needs of the Office. The successful candidate will be required to undertake relevant courses including the following: Safe Pass Manual Handling; Induction / Familiarisation; Forklift driving. Works Clerk in East Region Arterial Drainage Maintenance and Construction Services Division Page 2 of 5

3 Reporting Relationship The Works Clerk will report to the Office Foreman and to any other person to whom authority has been assigned and/or delegated. The Works Clerk is required to: demonstrate flexibility and mobility, consistent with the needs of the service; contribute to and maintain a good team spirit and an effective team-working environment; remain calm while working under pressure and make sound judgements; work on own initiative in accordance with manager/supervisor instructions whilst being an effective part of a larger team; apply excellent and effective interpersonal and communication skills coupled with a professional, polite and courteous manner when dealing with colleagues, management and the public; apply a positive, flexible and proactive approach to work allied with an ability to deliver an effective work presence; carry out all work in an efficient and safe manner, in accordance with the directions of the Regional Engineer/Foreman, with regard to self, colleagues and the public through understanding, observance and application of Health and Safety requirements; successfully undertake training as and when required; be capable of meeting the full range of the requirements of the position; carry out other duties/works deemed by management as reasonable and appropriate to the grade and to the position; Co-operate with the operation of and introduction of new work practices and technology e.g. tablets, smart phones, vehicle tracking, electronic information circulation, electronic incl location reporting. Special working conditions apply: Manual handling and lifting of awkward / heavy loads; Working at heights and in confined spaces; Dealing sensitively with members of the public/property owners; Hazards sharps, chemicals, traffic, wildlife, uneven/soft ground, disorderly members of the public; Working on site near watercourses, in large urban areas or in isolated rural areas. Contacts with: staff of the Office of Public Works; land and other property owners; members of the public; external contractors and suppliers. Age On the closing date for receipt of applications for this position, the following are the eligibility requirements with regard to age; - the minimum age requirement for potential applicants is 18; - the appointee will be a member of the Single Public Service Pension Scheme, as defined in the Public Service Pensions (Single Scheme and Other Provisions) Act Under the Scheme, retirement is compulsory on reaching 70 years of age. Outside Employment The position is whole time and the officer may not engage in private practice or be connected with any outside business, which would interfere or conflict with the performance of official duties. Clarification must be sought from line management where any doubt arises. Ill-Health Retirement Works Clerk in East Region Arterial Drainage Maintenance and Construction Services Division Page 3 of 5

4 For an individual who has retired from a Civil/Public service body on the grounds of ill-health his/her pension from that employment may be subject to review in accordance with the rules of ill-health retirement within the pension scheme of that employment. Health In order to be accepted as suitable for employment, the appointee must satisfy certain criteria including suitability in respect of health. The onus is on the appointee to declare their suitability, to the best of their knowledge and belief, regarding their health status, and in this regard, the appointee will be asked to complete a health self-declaration statement and complete an on-line health questionnaire. Please note that any misstatements, incomplete statements and/or false declarations are liable to disqualify the appointee from the competition and/or result in the summary termination of their appointment to/employment in the position. Security Clearance Garda vetting may be sought in respect of individuals who come under consideration for certain appointment(s). The proposed appointee may be required to complete and return a Garda Vetting form that will be forwarded to An Garda Síochána for security checks to be undertaken. Enquiries may also be made with the police force of any country in which the proposed appointee resided. Persons selected for appointment under this competition may receive offers of appointment, the commencement and continuation of which would be subject to satisfactory Garda Vetting of the proposed appointees. Pay The Works Clerk pay scale for the position is as follows: Personal Pension Contribution Rate (PPC) , , , , , , , This rate will apply where the appointee is an existing State Industrial employee appointed on or after 1 January 2013 and is required to make a Personal Pension Contribution. Non-Personal Pension Contribution (Non-PPC) , , , , , , , This rate will apply where the appointee is not required to make a Personal Pension Contribution. Increments may be awarded subject to satisfactory performance and to changes in the terms and conditions relating to salary increments in the Civil/Public Service generally. Application Process Applications for the post are invited from candidates who meet the essential eligibility requirements above. The selection process for interview may include short-listing of candidates, to be invited for competitive interview, based on information supplied on the Application Form. In completing the Application Form, please take the opportunity to provide as much information as possible and to demonstrate relevant qualities and experience to support your application Applicants must include, with their application form: (a) A clear copy of your Driving Licence, back and front. (required to verify the essential eligibility requirement, to verify your age in respect of the age limits and to verify your identification if you are successful in being appointed) (b) A clear copy of their Employment Permit, if applicable. (a non-eea national, unless exempted, requires an employment permit to work in Ireland Works Clerk in East Region Arterial Drainage Maintenance and Construction Services Division Page 4 of 5

5 Failure to produce such documentary evidence when requested may lead to disqualification from the competition. An Application Form for the position is available on the OPW Website at in the Latest News Section or under the Recruitment tab. If you are interested in being considered for the above position and are satisfied that you meet the criteria as outlined above, please complete an Application Form (which must be signed) and return it to: Recruitment HR Management (Operational) Office of Public Works Jonathan Swift Street Trim Co Meath C15 NX36 The closing time and date for receipt of completed application forms in HR Management (Operational) is 5:30pm on Tuesday, 3 rd July Applications received after this time will not be considered for the competition. The OPW will not be liable for any costs incurred in applying for the position and/or attending an interview The OPW is committed to a policy of equal opportunity Canvassing will disqualify The OPW is committed to a policy of equal opportunity Canvassing will disqualify Works Clerk in East Region Arterial Drainage Maintenance and Construction Services Division Page 5 of 5