Clerical Officer Down Syndrome Ireland

Speech and Language Therapy Department
Job Specification

1. Purpose of the Post

To provide comprehensive administrative and clerical support to the Speech and Language Therapy (SLT) Department, ensuring the efficient operation of clinical and non‑clinical functions. The post holder will contribute to the delivery of a high‑quality service by supporting clinicians, maintaining accurate records, and facilitating effective communication within the department and with external stakeholders.

2. Principal Duties and Responsibilities

Administrative and Office Management

• Provide day‑to‑day clerical support to Head and Deputy Head of Speech and Language Therapy Programmes, SLTs and SLTAs.
• Maintain organised and secure filing systems (electronic and paper‑based) in accordance with DSI policies and data protection legislation.
• Prepare, type, and issue correspondence, reports, meeting documentation, and service communications.
• Support the coordination of departmental meetings, including scheduling, agenda preparation, and minute‑taking.
• Assist in the development and updating of departmental administrative procedures and documentation.

Communication and Customer Service

• Act as a first point of contact for prospective and existing DSI members, families, schools, and external agencies.
• Manage incoming calls, emails, and written queries, ensuring timely and appropriate responses.
• Provide accurate information regarding referral pathways, appointment processes, and departmental procedures.
• Maintain a professional, courteous, and confidential approach in all interactions.

Data Management and Information Systems

• Input, update, and maintain accurate client and service data on relevant DSI systems.
• Support the collection, collation, and reporting of service activity, KPIs, audits, and waiting list information.
• Ensure compliance with GDPR, DSI Information Governance, and confidentiality standards.
• Assist in monitoring referral volumes and service capacity as directed by management.

Financial and Operational Support

• Process purchase orders, invoices, and departmental expenses in line with DSI financial procedures.
• Monitor and maintain stock levels of office supplies, clinical materials, and equipment.
• Assist with budget tracking and financial reporting where required.

Team Support and Service Development

• Work collaboratively with SLT staff and wider DSI staff.
• Support induction processes for new staff and students.
• Participate in service improvement initiatives and contribute to administrative process reviews.
• Engage in relevant training and continuous professional development to maintain up‑to‑date administrative skills.

3. Eligibility Criteria

Essential Requirements

• Relevant administrative or clerical experience, ideally within a healthcare or public service setting.
• Proficiency in Microsoft Office and other information systems (or willingness to train).
• Strong organisational, communication, and time‑management skills.
• Ability to maintain confidentiality and work in line with DSI policies and procedures.
• Capacity to work independently and as part of a team in a busy clinical environment.

Desirable Requirements

• Experience working in a therapy, disability, or community health service.
• Knowledge of healthcare structures, referral pathways, and clinical administration processes.

4. Skills, Competencies, and Knowledge

• Excellent attention to detail and accuracy.
• Ability to prioritise workload and meet deadlines.
• Strong interpersonal skills and a professional manner.
• Commitment to high‑quality service delivery.
• Flexibility and adaptability in response to service needs.

5. Reporting Relationship

The post holder will report to the Deputy Head of Speech and Language Therapy Programmes.

6. Other Requirements

• Flexibility to work across sites within the service area if required.
• Commitment to ongoing professional development and adherence to DSI values.