WHO WE ARE:

The Eastern and Midland Regional Assembly was established under Local Government Reform Act 2014 and has a statutory role in the regional government structure for the 12 Eastern and Midland local authorities. The main roles of the Assembly are to:

• Participate in the design and delivery of EU funding programmes, notably the EU Just Transition Fund;


• Prepare, adopt and implement the Regional Spatial and Economic Strategies (RSES);


• Identify, participate and co-ordinate EU projects;


• Support the national delegation to the Committee of the Regions (CoR);


• Oversee and support the Irish Regions European Office (IREO) in Brussels;


• Support the work of the National Oversight and Audit Commission.

The Irish Regions European Office (IREO) is based in Brussels and represents the three Regional Assemblies and 31 local authorities of Ireland. Operating as part of the Eastern and Midland Regional Assembly and with the support of the Department for Housing, Local Government and Heritage, its focus is on bringing the EU closer to the wider local government sector and vice versa.

The IREO has four main functions by which it seeks to provide timely and relevant guidance and advisory services to stakeholders in order to inform and facilitate their individual and collective understanding of and engagement in European activities:

• Policy: to monitor and report on relevant EU policy developments and enable input into the policy-making process where possible;


• Committee of the Regions: to provide the secretariat to the Irish delegation to the Committee of the Regions and to work to enhance the strategic linkages between their activities and the priorities of Irish local and regional government;


• Funding and financing: to highlight opportunities and assist with the development of quality involvement in EU funding programmes and initiatives;


• Networking: to represent our stakeholders’ interests by identifying and engaging with decision-makers and by participating in collaborative value-added activity including relevant European networks, associations and partnerships.

The Eastern and Midland Regional Assembly and the IREO now invite applications from suitably qualified persons who wish to be considered for inclusion on a panel from which vacancies for Clerical Officers will be filled.

THE ROLE:

The Clerical Officer will work as part of the IREO team, assisting with (but not limited to) the administrative support to the office and ensuring the efficient day to day running of the office. This role will oversee diary management for the Head of Office and will support all staff with their administrative requirements, as well as supporting CoR members with issues in relation to the CoR Portal. It will also support the social media presence of the IREO. The successful candidate will be based in the Irish Regions European Office offices in Brussels, Belgium and must have the right to work in the EU.

KEY DUTIES AND RESPONSIBILITIES:

• Ensure the efficient day-to-day working of administration processes of the Brussels office;


• Provide administration support to the Head of Irish European Regions Office/Coordinator of Irish Delegation to the Committee of Regions;


• Assist with the social media presence and overall communication of the IREO, ensuring timely information is posted;


• Monitor and ensure that all CoR Members follow the CoR rules in relation to use of the CoR Portal;


• Organise meetings, including note taking and drafting minutes;


• Organise the logistics of visits to Brussels;


• Perform general clerical duties;


• Prepare reports, correspondence and other documents as necessary;


• Deputise for other officers of the IREO, when required;


• Other duties that may be assigned to the officer from time to time.

ELIGIBILITY:

• Character: Each candidate must be of good character;


• Health: Each candidate shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service;


• Education, training, experience, etc: Each candidate must, on the latest date for receipt of completed application forms:

1. have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme;


2. have passed an examination of at least equivalent standard;


3. have had at least two year’s previous service in an office of Clerical Officer, Clerk/Typist (Clerical Duties), Clerk/Typist (Typing and Clerical Duties) or Clerk/Typist under a local authority or health board in the state;


4. have satisfactory relevant experience which encompasses demonstrable equivalent skills.

THE IDEAL CANDIDATE WILL DEMONSTRATE:

• Understanding of the role of a Clerical Officer;


• Relevant administrative experience and clerical skills;


• Knowledge and understanding of the functions of a Regional Assembly and local authorities;


• Knowledge and understanding of the European Union, its policies and programmes;


• Good communication skills;


• Experience of working as part of a team;


• Knowledge and experience of operating ICT systems, including standard office software packages and social media channels;


• Fluency in English;


• Knowledge of another EU language.

KEY COMPETENCIES:

Planning and organising work

• Deliver a high standard of service in line with work plans and schedules;


• Manage time and workload effectively;


• Take initiative when he or she sees the opportunity to make a contribution;


• Prioritises workloads and generates effective solutions.

Communicate effectively and customer service

• Have effective written and verbal skills;


• Has good interpersonal skills;


• Is respectful, courteous, and professional and remains composed even in challenging situations;


• Actively listens and tries to understand needs and perspectives of others.

Team Work

• Work as part of a team to ensure delivery of plans and schedules;


• Have a strong team ethic of co-operation and mutual support;


• Develop and maintain good working relationships within team.

Personal effectiveness

• Be open to taking on new challenges or responsibilities;


• Be positively motivated to deliver a quality service;


• Adopt a positive and constructive approach to work;


• Bring enthusiasm and commitment to their role.

TERMS AND CONDITIONS:

The Post: The post is whole-time and permanent.

Probation: There will be a six-month probation period which may be extended at the discretion of the Director.

Superannuation: If you are pensionable under the Local Government (Superannuation) (Consolidation) Scheme 1998 and are liable to pay Class A PRSI contributions, you would be required in respect of superannuation to make contributions at the rate of 3.5% of net pensionable remuneration plus 1.5% of full pensionable remuneration You are required in respect of spouses’ and children’s pension benefit to contribute at the rate of 1.5% of full pensionable remuneration in accordance with the terms of schemes made under the Local Government (Superannuation) (Consolidation) Scheme 1998. Maximum retirement age is 65. If the Public Service Superannuation (Miscellaneous Provisions) Act 2004 applies to your employment, 65 is the minimum age at which your pension may be paid. As a new entrant to the public service, under the terms of this legislation you will not be required to retire on grounds of age.

Persons who become pensionable officers of a regional assembly who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute at the rate of 5% of their pensionable remuneration. You may also be required to pay Spouses and Children/ Widows and Orphans contributions at the rate of 1.5% of gross pay. Maximum retirement age is 65.

If you are pensionable under the Public Service Pensions (Single Scheme and other provisions) Act 2012, you are required to pay contributions as follows: 3% of gross remuneration and 3.5% of net pensionable remuneration. The minimum age at which you may retire is allied with the State Contributory Pension age (currently 66, rising to 67 in 2021 and 68 in 2028). The maximum retirement age is 70.

Salary: Salary shall be at Local Government Clerical Officer level - €29,311 - €46,445 (1st LSI) Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Local Government and Heritage. Persons who are not serving local authority employees on or after 1st January, 2011 will be based on the minimum of the scale.

Hours of work: 35 hours per week. The successful applicant may on occasion be requested to work outside of normal office hours if necessary without additional remuneration. Flexi Leave arrangements may apply. The Assembly reserves the right to alter your hours of work from time to time.

Annual leave: Annual leave entitlement is 27 days per annum exclusive of public and bank holidays, increasing to 29 days per annum after five years’ service.

Retirement: There is no mandatory retirement age for new entrants to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004. Anyone who is not a new entrant to the public service, as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004, is subject to a compulsory retirement age of 65 years. The maximum retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

Residence: Post holders shall reside within a reasonable commutable distance of the IREO offices in Brussels, Belgium. The Director of the Eastern & Midland Regional Assembly reserves the right to assign the post holder to any premises, now or in the future subject to reasonable notice.

Start date: The Eastern and Midland Regional Assembly shall require the successful candidate to take up their appointment within a reasonable period. Should they fail to take up the appointment within an agreed period, the Assembly at its discretion may not appoint them.

IMPORTANT NOTICE:

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.

HOW TO APPLY:

Application forms are available for download on www.emra.ie. Only applications received by email and on the official Application Form will be accepted. No additional documentation such as CVs will be considered. Email the completed Application Form to recruitment@emra.ie no later than 5pm on 24th September 2024. Application forms received after the closing date will not be accepted.

The Assembly reserves its right to shortlist candidates in the manner it deems most appropriate. Shortlisting will be on the basis of information supplied on the application form. The Assembly may at their discretion require candidates to attend a preliminary interview in which case admission to the competitive interview would be conditional on candidates reaching such a standard as the Eastern & Midland Regional Assembly considered appropriate in the preliminary interview.

Selection will be by means of a competition based on a competency-based interview conducted by the Assembly. A panel may be formed on the basis of such interviews. Candidates whose names are on a panel and who satisfy the Assembly that they possess the qualifications declared for the post and that they are otherwise suitable for appointment may, within the life of the panel, be appointed as appropriate vacancies arise.

Applicants should hold themselves in readiness for interview in October 2024.

SPECIAL NEEDS:

Candidates who indicate on their application that they have special needs will be required to submit a psychologists/medical report to the Assembly. A determination, if any, will be made by the Assembly on appropriate accommodations to be made for individual candidates, during the selection process.