3.15) Allocation of Secretarial Staff
Secretarial staff are allocated to Community and Comprehensive Schools by the Department of Education and Skills in accordance with the number of pupils enrolled. Where the student enrolment is up to 500, one Clerical Officer is allocated, and, where enrolment is in the range from 500 up to 750, additional secretarial hours are allocated. Over 750 students two full-time posts are allocated. Prior approval must be obtained from the Department of Education and Skills for all appointments to the secretarial staff, and appointments must be made on the basis of public competition and selection.
The Grade at which the Clerical Officer is appointed is determined by the total teacher allocation for the school, i.e. less than 41 teachers - Grade 3 and 41 teachers (including the Chaplain) or more - Grade 4. Where two full-time officers are employed, and the number of teachers is 41 or more, the senior officer is designated as Grade 4 and the junior officer as Grade 3.
Appointment of Secretarial Staff
When approval has been obtained from the Department of Education and Skills, the appointment of secretarial staff is a matter for the Board of Management. (Deed of Trust - Articles of Management, Section 9). Boards are advised to draw up a procedure for such appointments, including advertising in the public press, appointment of a selection committee and criteria for appointment. Regard should be had for gender balance in the appointment of a selection committee.
In the case of the appointment of a Clerical Officer, the Board should be aware of the Conditions of Service and Statement of Duties of Whole-time Clerical Officers in Comprehensive and Community Schools as issued by the Department of Education and Skills from time to time. In particular, it should be noted that the appointment is permanent and pensionable. Secretarial staff are expected to give at least two weeks notice of intention to resign, and retirement is compulsory on reaching the age of sixty five years.
Recruitment procedures, conditions of appointment, statement of duties and remuneration for secretarial staff are generally determined in accordance with central agreements and through central negotiations involving the schools, Government Departments and staff interests. Any amendment to existing provisions is subject to the approval of the Minister for Education and Skills. Current conditions of appointment and statement of duties must be signed by the appointee prior to appointment.
Appointment to the post of Clerical Officer is conditional on the person selected furnishing the following to the Board of Management: -
· satisfactory evidence of age, · a certificate of health at her/his own expense from a medical practitioner nominated by the Minister for Education and Skills, and · two satisfactory references as to character.
Note: Subject to compliance with relevant legislation and Departmental Circulars, temporary appointments, whole-time and/or part-time, may be made by the Board of Management on fixed term contracts or for specified purposes provided the appointments are made within the approved allocation and the selection procedures are in accordance with those detailed above for permanent appointments.
Probation of Clerical Officer
On appointment, the Clerical Officer is on probation for a period of 12 months. At the end of that period, the appointment may be confirmed, continued on probation for a further period or terminated, as the Board of Management may decide. Boards are advised to provide formal induction for Secretarial staff as for teachers.
Career Breaks for Secretarial Staff
Applications by Secretarial staff for special leave without pay for career breaks may be granted, as a general rule. An application should be refused only where the Board of Management is satisfied that the services of the person are such that release would not be possible owing to the exigencies of the service. A career break may be allowed for most purposes such as child rearing, other domestic responsibilities, educational purposes and travel abroad. A career break may not be allowed for the purpose of taking up alternative employment within the State. Posts vacated by staff on career break may be filled on a temporary basis and on fixed term contracts.
Health Declaration: Where a career break is preceded by a period of ill-health leave, a medical certificate of fitness to resume duty must be submitted prior to resumption of duty. Detailed provisions governing career breaks are outlined in C.L. 9/93.
Leave entitlements.
Provision is made in the Terms and Conditions of Clerical Officers for Annual Leave, Sick Leave, Special Leave and Maternity Leave.
Clerical Staff have, in addition, statutory entitlements to Parental, Adoptive and Carers’ Leave. It is expected that detailed provision in this regard will be communicated to schools by the Department of Education and Skills in due course.
Salary of Clerical Officer
The starting salary is the minimum point of the salary scale applicable at the time of appointment, unless a higher rate is approved by the Minister for Education and Skills. Subsequently, the award of each annual increment is subject to satisfactory service and the adoption of a resolution by the Board of Management.
The salary payable to temporary, part-time or substitute clerical staff is calculated on a pro rata basis with that of a Grade 3 Clerical Officer.
Boards of Management may decide to appoint additional clerical staff under the schemes of Student Support Grants, School Completion Programme, or other such schemes which are outside the scope of the normal DES allocations. The pay and conditions of such staff are at the discretion of the Board but it is advisable to maintain relativity with the terms and conditions set down by the DES for core non-teaching staff.
Duties and Rights of Clerical Officer
A Clerical Officer is required to perform duties, appropriate to the post, such as may be assigned to her/him by the Principal of the school on behalf of the Board of Management from time to time. These duties, detailed in the Conditions of Appointment and Statement of Duties, include accounts, audit requirements, supervision of temporary or part-time clerical staff, reception, typing, recording, filing, etc., and should form part of the conditions of service signed by the Clerical Officer.
Clerical staff, like other employees of the Board of Management, have certain statutory rights conferred by employment legislation. For further information see 3.1.11 above.
Termination of Employment of Secretarial Staff
The employment of Secretarial staff may be terminated by the Board of Management in accordance with relevant legislation and the general principles of natural justice. The thrust of 3.1.12, Dismissal of a Teacher, above may also be applied in the case of Secretarial staff.