CANDIDATE INFORMATION BOOKLET PLEASE READ CAREFULLY. The Pensions Authority is an equal opportunities employer. Receptionist Clerical Officer

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1 CANDIDATE INFORMATION BOOKLET PLEASE READ CAREFULLY The Pensions Authority is an equal opportunities employer Receptionist Clerical Officer The Pensions Authority Title: Employer: Receptionist The Pensions Authority Salary: 21,345 Level: Posts: Tenure: Clerical Officer (Standard Scale) One full-time post Permanent (subject to satisfactory completion of probation) Closing time and date: 5pm on Friday, 12 June 2015 The Pensions Authority Verschoyle House Lower Mount Street Dublin 2 Page 1 of 11

2 Introduction Background to the Pensions Authority The Pensions Authority (the Authority) is a statutory body set up under the Pensions Act, 1990 as amended (the Act). The Authority regulates occupational pension schemes; trust RACs and Personal Retirement Savings Accounts (PRSAs) in Ireland. Its mission is to regulate and influence the policy environment so that people working in Ireland are confident that they are making adequate provision for their old age and that their pension expectations will be met. The goals of the Authority are to: 1. Support the interests of members of occupational pension schemes; Trust RACs and PRSA holders through effective regulation 2. Provide relevant information and guidance to the public and those involved with pensions 3. Support the Minister and Department of Social Protection and other Government Departments through high quality policy advice and technical support. Pensions Authority structure There are currently five key operating units within the Authority. These are: 1. Compliance responsible for supervision and enforcement activities designed to ensure compliance with the requirements of the Act. 2. Funding and Actuarial Services responsible for oversight of defined benefit scheme funding. 3. Operations and Communications responsible for answering enquiries and the provision of the Authority s information, guidance and communications services and overseeing the reliability of data submitted via the Authority s Interactive Scheme Information System (ISIS). 4. Policy responsible for formulating policy advice on the development and regulation of pensions and related issues and providing technical support to the work of the Minister and Department of Social Protection. 5. Legal and Corporate Services responsible for providing legal advice and support services to the Authority, and for human resources, facilities management and effective financial management and corporate controls. The role of the Receptionist The Legal and Corporate Services Unit provides numerous essential services to the various operations of the Pensions Authority including the provision of receptionist services. The Receptionist will report to the Higher Executive Officer, Legal and Corporate Services (Human Resources) and will contribute to the delivery of support services within the Authority by providing receptionist services and clerical and administrative support to all of the operating units and the Pensions Regulator. Page 2 of 11

3 The main duties and responsibilities of this role include: Dealing with all enquiries in the first instance (internal and external) in a professional and courteous manner, in person, on the telephone and via ; Operating the switchboard, answering and redirecting calls and taking messages and dealing with routine queries in the first instance as/when appropriate; Taking care of the reception area and services to include organising switch and reception cover for breaks and annual leave, ensuring the reception area is maintained etc.; Meeting and greeting all visitors to the Authority in a professional and courteous manner and referring on to the appropriate member(s) of staff; Dealing with post including opening and recording post incoming, assisting with mail shots etc.; Organising courier/taxi collections and deliveries and alerting the appropriate staff member(s) of same; General clerical duties typing, filing, photocopying, inputting data, handling/dealing with correspondence etc.; Managing high volumes of data input and validation; Providing secretarial support for meetings and taking minutes when required; Maintaining kitchen supplies to include, checking supplies, placing/cancelling orders, distributing papers etc. as required; Supporting supervisors and colleagues as required; Working as part of a team to deliver high quality services; Completing routine accounts work, as required; Complying with any duties that may be assigned from time to time by the relevant Unit Head or Deputy/Assistant Head of Unit. Essential requirements Applicants must demonstrate: A minimum of 2 years receptionist/clerical work experience; A professional and courteous manner and a focus on providing a consistently high standard of customer service to both internal and external customers; The ability to organise and prioritise work; Good organisational, diary management and administrative skills; Excellent communication and interpersonal skills; Excellent phone manner; Accuracy and attention to detail; Good spelling, punctuation and grammar; The ability to draft and proofread correspondence; The ability to handle queries, complaints etc., calmly and constructively; Typing skills with a high degree of accuracy 30/35 words per minute; Page 3 of 11

4 Excellent ICT skills, e.g. a high level of proficiency in Word, Excel, PowerPoint, Outlook etc; A flexible approach and ability to work cooperatively within a team environment. Desirable requirements Although not essential it is desirable that applicants have: Proficiency in ECDL; A receptionist skills and/or customer service related qualification. Applicants must demonstrate, by reference to specific achievements in their career to date, that they possess the qualities, skills and knowledge required for the role of Clerical Officer as identified in the Essential requirements and the Authority s Clerical Officer Competencies (see Appendix 1). Application process Your application must be made on The Pensions Authority Receptionist Application Form which is available to download here. The application form must be completed and submitted correctly to the specified address. Incorrectly submitted application forms will not be accepted, so please note the following information carefully: The application form is an editable Adobe document. Upon completion, please save the document as Receptionist in the Pensions Authority - your name.pdf. You will be required to attach it to an for submission once completed. Submitting the application form: On completion, you are required to submit the application form by with the title Receptionist the Pensions Authority your name to the following address If you have difficultly completing or accessing the application form please contact Only applications fully completed and submitted online will be accepted into the competition process. Closing time and date Your application must be submitted on or before 5pm on Friday, 12 June Applications will not be accepted after the closing time and date. If you do not receive an acknowledgement of receipt of your application within 2 working days of the competition closing date, please contact Amy Byrne on Page 4 of 11

5 It is strongly recommended that you do not change your address or mobile phone number in the course of this recruitment competition, as any correspondence will be through the address/mobile phone number originally supplied by you. Selection process Normally the number of applications received for a position exceeds that required. While candidates may meet the eligibility criteria of the competition, if the numbers applying for a post are such that it would not be practical to progress all candidates to the next stage of the selection process, the Authority may decide that a certain number only will be progressed to the next stage. Candidates will be progressed through the various stages of the selection process based on their order of merit at each stage. The selection process may include: Shortlisting of candidates on the basis of the information provided in the application form to reduce the list of candidates for pre-interview testing and/or interview. The Authority will determine the number of candidates to be progressed through each stage of the selection process. It is therefore in your own interest to provide a detailed and accurate account of how your skills, qualifications and experience meet the requirements of the post. As part of the shortlisting/selection process, candidates will be required to undergo a series of IT testing, which may include typing, proficiency in Microsoft Word, Excel, PowerPoint, Access etc. Candidates must achieve a pass rate, as set by the Authority, in order to be progressed to the next stage of the selection process. The selection process may also include: - a competitive initial/preliminary interview; and/or - a competitive final interview(s); and/or - a presentation or other exercise by the candidate. Candidates will be required to attend testing and/or interview(s) at their own expense. It is not possible to alter the allocated testing and/or interview date(s) or time(s). Candidates who do not attend for testing and/or interview(s) etc., when and where required, will have no claim for further consideration and their candidature will be deemed to be withdrawn. Candidates must produce satisfactory documentary evidence of all qualifications claimed by them, which must be provided promptly on request. Failure to produce such documentary evidence when requested may lead to disqualification from the competition and/or termination of contract. Therefore, it is advised that you have this documentation available to you when making your application. Any candidate who supplies false or misleading information in their application may be disqualified or have their employment terminated. We will endeavour to keep candidates informed of the progress of their application at the earliest possible date. Page 5 of 11

6 Candidates should note that canvassing will disqualify and will result in their exclusion from the process. General conditions of employment Pay Entry will be at the minimum of the Clerical Officer (Standard) Scale, which is 21,345 for persons appointed to certain direct entry grades in the public service after 1 January The salary scale for the position is as follows: For persons newly appointed to the public service after 1 January 2011: 21,345, 22,805, 23,177, 24,255, 25,339, 26,420, 27,502, 28,583, 29,635, 30,688, 31,743, 32,975, 33,840, 35,471, 36,753 LSI-1, 37,341 LSI-2 Long service increments may be payable after 3 (LSI-1) and 6 (LSI-2) years satisfactory service at the maximum of the scale. Increments are normally awarded annually subject to satisfactory performance; however, payment of increments and or the rate of remuneration may be adjusted from time to time in line with Government pay policy. Under the Haddington Road Agreement, incremental suspension is in place and the following arrangements will apply for those on salaries below 35,000; a three month increment freeze will apply during the Agreement. This freeze will take effect after the next increment is paid with the following increment being awarded in fifteen months rather than twelve, or equivalent if the increment interval is longer. Tenure In the event of appointment to a permanent or temporary position with the Authority the appointee must serve a probationary period, which normally will last for six months. If at any time during this period it appears that the appointee would not be suitable for final appointment the probation will be terminated. Hours of attendance Hours of attendance will be fixed from time to time but will amount, on average, to not less than 43 hours and 15 minutes gross or 37 hours net of lunch breaks per week. Normal working hours are from to Monday to Thursday and to on Friday, including lunch. Evening and weekend work may be required from time to time. Flexi leave is not available for this role and the successful candidate will be required to attend at the times as specified above. Please note that hours of attendance may be subject to change from time to time in line with Government/local policy and practices. Page 6 of 11

7 Annual Leave The annual leave allowance for the position of Clerical Officer is 22 working days per year, rising to 23 after five years service and to 24 after ten years service. This allowance is subject to the usual conditions regarding the granting of annual leave, is based on a five day week and is exclusive of the usual public holidays. Business Travel When absent from home and headquarters on duty appropriate travelling expenses and subsistence allowances will be paid subject to the normal Civil Service regulations. Pension Entitlements The successful candidate will be offered the appropriate pension terms and conditions as prevailing in the Authority at the time of being offered an appointment. In general, and except for candidates who have worked in a pensionable (non-single scheme terms) public service job in the 26 weeks prior to appointment, this means being offered appointment based on membership of the Single Public Service Pension Scheme ( Single Scheme ). Candidates will be notified of which scheme will apply to them, at the time of being offered an appointment. The Single Scheme, as provided for in the Public Service Pensions (Single Scheme and Other Provisions) Act 2012, came into effect on 1 January From that date onwards, new public servants will be members of the Single Scheme, which will provide CPI-linked defined-benefit pensions based on career-average pay. The Scheme s minimum pension age will be linked to the State Pension age (66 years initially, rising to 67 in 2021 and 68 in 2028). Retirement for most members will be compulsory on reaching age 70. For further information in relation to the Single Public Service Pension Scheme for Public Servants please see: Pension Accrual A 40-year limit on total service that can be counted towards pension where a person has been a member of more than one existing public service pension scheme will apply. This 40- year limit, which is provided for in the Public Service Pensions (Single Scheme and other Provisions) Act 2012 came into effect on 28 July This may have implications for any appointee who has acquired pension rights in a previous public service employment. Pension-Related Deduction This appointment is subject to the pension-related deduction in accordance with the Financial Emergency Measures in the Public Interest Act Page 7 of 11

8 Note Candidates should note that different pay and conditions may apply if, prior to appointment with the Authority, the appointee is/was a serving civil or public servant. The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment, which will be set out in the employment contract to be agreed with the successful candidate. Page 8 of 11

9 Appendix 1 - Clerical Officer Competencies 1. Technical Expertise/Business Awareness Technical /On-job Expertise Has the knowledge, skills and expertise for effective performance in the job. Has a knowledge of the work practices and procedures in own function. Applies the knowledge and skills to deliver on agreed objectives for the job Ensures familiarity with the main systems and procedures in area of function Is competent in own area of activity Takes responsibility for updating technical expertise and up-skilling on technology Business Awareness Is aware of the business challenges facing the Pensions Authority. Has an understanding of the Authority s services and their relevance to customer needs. Keeps up-to-date with developments in the sector in general and the Authority in particular Is conversant with key features of the Authority s services in their area of operation and how they meet customer needs Customer Orientation Is dedicated to providing a quality service to customers both internal and external. Builds rapport with customers so as to understand their issues and problems Regularly helps customers beyond the call of duty Demonstrates a clear commitment to quality customer service Relates well to a wide range of customers both internal and external 2. Delivering Results Goals and Responsibilities Uses performance management system to clarify goals, responsibilities and contribution to team effort/business plan. Works with manager to clarify and agree goals and responsibilities Delivers on agreed goals and expectations Regularly reviews work progress against targets on own and with manager Page 9 of 11

10 Seeks ways to improve performance and work practices Work Organisation Has an organised and disciplined approach to getting work done; is purposeful, delivers on time, and sees activities through to completion. Prioritises and organises own work load effectively Schedules work within realistic time frames Minimises time wasters Only misses deadlines/commitments because of unavoidable circumstances Problem Solving Takes an initiative to solve problems and generate workable solutions. Typical behaviours Gets to the root of problems quickly Generates a range of practical solutions for discussion Recovers quickly from mistakes and errors Brings any mistakes and errors to the attention of their manager 3. Working with Others Team Working Is an effective team member and fits into the team well; makes a useful contribution to the success of the team in relation to both performance and process. Builds quality working relationships Balances personal objectives with those of the team Influencing/Persuasiveness Presents key points of a case in a convincing manner; is open to being informed by alternative points of view. Makes well reasoned points in support of own case Puts point of view across clearly, concisely and convincingly Develops and maintains constructive relationships Page 10 of 11

11 4. Personal Qualities and Impact Drive/Initiative Is a self-starter is enthusiastic energetic and committed is persistent in efforts; seeks to overcome obstacles and setbacks. Typical behaviours Has a can do attitude/approach Readily tackles new tasks Stays until the job is done Likes a challenge and is always concerned to improve performance Learns from experience and takes the initiative to develop new skills and expertise Adaptability and Resilience Copes effectively with changing circumstances and situations; is willing to take on new challenges. Is resilient and maintains effectiveness in the face of setbacks. Maintains personal effectiveness and consistency of performance under pressure. Typical behaviours Adapts to changing circumstances and situations Recovers quickly from setbacks and disappointments Maintains effective job performance and good working relationships when under pressure Responds positively to new job requirements Confidence Is self-assured and confident in own ability to perform the job. Typical behaviours Demonstrates personal confidence and belief in own ability, without being seen as overconfidence or arrogant Is prepared to question opinions and traditional ways of doing things Page 11 of 11

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