Vacancy: Clerk Secretary

Embassy of Ireland

Recruitment: Clerk Secretary

The Embassy of Ireland is recruiting a new member to join our Consular Services Team.

Outline of Main Duties:

It is intended that the successful candidate will be assigned initially to the Embassy’s Consular Services Team, where the duties will comprise a mix of receptionist and consular officer tasks. Candidates must be capable of performing either role to a high standard, to provide cover for colleagues who are absent on leave and/or to deal with specific tasks during busy periods.   

Reception:

• Answer all incoming calls coming in on the main Embassy telephone line;
• Greet clients at reception (public office);
• Receive and open post (including courier parcels) and re-direct to the correct person/section.
• Ensure that documents (passports, visas, etc) that are being collected are handed over to the correct person (or to a person authorised to collect on his/her behalf)
• Receive and reconcile all payments received (credit/debit payments at Reception; EFT payments)
• Maintain accurate, up-to-date records as required
• Respond to e-mail enquiries received from members of the public
• Pre-register all consular applications;  pass them to the relevant consular officer for processing 
• Provide assistance to other Embassy officers as required.

Consular:

• Deal with telephone enquiries and e-mails from members of the public on consular issues.
• Provide direct assistance to customers who come to the Embassy in person to seek advice or assistance on consular matters.
• Process applications for consular services (passports, visas, citizenship certificates, etc) including: checking applications and the supporting documents; entering data / scanning applications for decision; maintaining Embassy “application tracking” records up to date.
• Provide advice and assistance to Irish citizens resident in or visiting South Africa who find themselves in difficulty (e.g. lost/stolen passports, death/illness of a family member).
• Work closely and communally with other consular officers.

General Requirements:

• Excellent command of English (oral and written).
• Good ICT skills: Microsoft Office (Word; Excel; Outlook)
• Must be capable of working well and contributing positively in a team environment  
• Pleasant and agreeable disposition
• Be efficient, accurate and productive
• Remain calm under pressure
• Previous experience of working in customer service and / or working in the consular services area
• Minimum qualification required – Grade 12 and a certificate in Secretarial/Administration, Customer Service, ICT

Please email your CV.

Closing date for the advert: 24^th May 2017 at noon