Senior Clerical Officer

JOB DESCRIPTIONPOST TITLE:Senior Clerical OfficerLOCATION:Name of schoolRESPONSIBLE TO:The School PrincipalRESPONSIBLE FOR:Maximum of five staff (see paragraph 1 below).JOB PURPOSETo provide administrative clerical and secretarial support to the Principal school staff and Board of Governors and assist with the organisation and management of the school office.MAIN DUTIES AND RESPONSIBILITIESSupervisionAllocate control and monitor work of appropriate staff.Identify and provide on the job training to appropriate staff.Note:This is a discretionary element of the job description. The grade may be awarded if supervision is not a component of the post.General Administrative Processes and RecordsProvide administrative clerical and secretarial support for Principal school staff and Board of Governors.Develop maintain and operate manual and/or computerised information systems in connection with pupils staff budgets meals maintenance examinations care medical services recruitment transport etc.Complete and submit all returns/records as required.Contact with relevant personnel to receive and provide information.Purchasing and Supplies AdministrationOperate/oversee requisitioning procedures including the ordering purchasing receiving checking storage and distribution of resources.Stock control of resources.Arrange for the maintenance of equipment in association with other school and board staff.FinanceReceive receipt and account for all cash.Bank monies and maintain banking records.Communicate with relevant personnel and provide assistance in relation to financial procedures.Reception Secretarial and SecretariatOperate the telephone/switchboard receive visitors and provide hospitality as required.Provide word processing/typing filing duplication and photocopying word processing in support of administrative processes including the use of E-mail intranet and internet facilities where appropriate.Sort screen and distribute all mail.Ensure the secure storage of valuable items and confidential documentation.Draft correspondence obtain and update lists of guests issue invitations prepare tickets and programmes as required for school functions.Maintain diaries arrange appointments meetings and provide secretarial service for all staff within the school.Communicate on a regular basis with professional staff from outside agencies in order to receive. Provide information e.g. medical personnel social services agency personnel etc.Keep staff pupils and parents informed of matters relating to school activities.Service meetings and draft minutes as required.Other dutiesAssist work placement students with practical tasks and assignments within the school officer (where appropriate).Such other duties as may be assigned within the level of the job.FLEXIBLE WORKING OPTIONS AVAILABLEOPTION 1You are required to be on duty during school term plus two additional weeks. The timing of the two additional weeks is at the discretion of the Principal of the school.OROPTION 2You are required to be on duty for the contracted weekly hours working during periods of school closure except when on annual leave or other authorised absence. Duties will normally be provided by the school. However where necessary alternative work and/or training will be provided by the Authority at any other such place of employment as may be reasonably required.OROPTION 3To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.In accordance with Section 75 of the Northern Ireland Act (1998) the post-holder is expected to promote good relations equality of opportunity and pay due regard for equality legislation at all times.To view the summary of terms and conditions for this post click here.PERSON SPECIFICATIONNOTES TO JOB APPLICANTSYou must clearly demonstrate on your application form under each question how and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria where relevant.You must demonstrate how you meet the criteria by the closing date for applications unless the criteria state otherwise.The stage in the process when the criteria will be measured is outlined in the table below.Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below using the information provided by you on your application form.Please note that the Selection Panel reserves the right toshortlist only those applicants that it believes most strongly meet thecriteria for the role.In the event of an excessive number of applications the Selection Panel also reserves the right to apply any desirable criteria asoutlined in Section 3 at shortlisting in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form how you meet any desirable criteria.SECTION 1 - ESSENTIAL CRITERIAThe following areessentialcriteria which will initially be measured at the shortlisting stage and whichmay also be further explored during the interview/selection stage. You should therefore make it clear on your application form how and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.FactorEssential CriteriaMethod of AssessmentQualifications/ ExperienceHave either (A) or (B):(A) 5 GCSEs (Grades A*-C) including English Language and Mathematics or equivalent or higher level qualifications.PLUS1 years experience in an administrative/clerical role in a busy office environment. OR(B) A minimum of 3 years experience in an administrative/clerical role in a busy office environment.PLUSHave a minimum of 6 months experience in the management and supervision of staff.Demonstrable experience of purchasing and supplies administration.Shortlisting by Application FormSkills / AbilitiesEvidence of proficiency in the use of computer packages to include use of Microsoft Word Excel PowerPoint and OutlookShortlisting by Application FormSECTION 2 - ESSENTIAL CRITERIAThe following areadditionalessentialcriteria which will be measured during the interview/selection stage.FactorEssential CriteriaMethod of AssessmentKnowledgeEvidence of knowledge of:The requirements of a Senior Clerical Officer.General office administrative processes and records.InterviewSkills / AbilitiesProven effective planning and organisational skills and an ability to work under pressure to meet deadlinesEvidence of a customer focused approach to workDemonstrable people management and team skills to successfully motivate and manage othersEvidence of sound interpersonal and communication skillsInterviewValues OrientationEvidence of how your experience and approach to work reflect EAs/the Schools Values/ethos. You will find information about our Valuesat: InterviewSECTION 3 - DESIRABLE CRITERIASome or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how and to what extent you meet the desirable criteria as failure to do so may result in you not being shortlisted.FactorDesirable CriteriaMethod of AssessmentExperiencePrevious experience of working in an administrative role within a school environmentExperience of operating schools-based computer applications/systems within a school setting (eg C2K SIMS).Shortlisting by Application FormDISCLOSURE OF CRIMINAL BACKGROUNDThe Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as regulated activity.In the event that you are recommended for appointed to a post that involves regulated activity the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that youWILLbe expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.Further information can be accessed atNI Director theDepartment of Justice.APPLICANT GUIDANCE NOTESTo view the applicant guidance notes please clickhere.To learn about the many great benefits of joining the Education Authority click here.The Education Authority is an Equal Opportunities EmployerRequired Experience:Senior IC Key Skills Direct Sales,Junit,Focus,Commissioning,Information Technology Sales Employment Type : Full Time Experience: years Vacancy: 1