Band 2 Clerical Officer

3 weeks ago

Belfast, United Kingdom Platinum Recruitment NI Ltd Full time

Job Title : Band 2 Clerical Officer

Location : Residential Homes situated across Belfast

Duration : Temporary

Rate : £11.45p/h

Hours : 25hpw

To provide an efficient administrative and financial support service to social work staff within the children’s residential homes.

The post includes the following duties:
INFORMATION TECHNOLOGY
- Make full use of the IT systems available to produce work of a consistently high standard
- Operate spread sheets, logging all petty cash transactions on a daily basis.
- Opening, closing and recording files information on a ‘Files Management’ spread sheet.

CUSTOMER SERVICE
- Receive telephone calls, deal with enquiries and co ordinate information in an efficient, courteous and friendly manner
- Ensure quality standards are adhered to in all aspects of this employment

ADMINISTRATION
- Opening and closing manual/electronic files on all children resident in the homes, in accordance with departmental guidelines contained in Good Management Good Records and Trust Retention guidelines.
- Typing of all letters, forms, reports etc relating to the upkeep of the homes as required.
- Assist in any compilation of statistical information as requested.
- Upkeep of all office forms and all associated photocopying.
- Upkeep of stock and processing of all stock and non-stock orders through the e-procurement system and any necessary follow up with non
- received goods etc.
- Switchboard/ reception duties for the homes.
- Arrange meetings on behalf of the OIC’s as and when required
- Facilitation of all internal and external audit of residential homes. Assisting in the implementation and review of any/all audit recommendations.

COMMUNICATION
- Liaise with other homes, departments (eg Finance), service areas and outside agencies eg police, in a helpful and professional manner to assist in the provision of a support service to the residential children’s homes.
- Attend and contribute to staff meetings.
- Work as part of a team to maintain good relationships between staff and children resident in the homes and ensure all policies, procedures and protocols relating to the administration of the children’s residential homes are adhered to.

CASH HANDLING
- Operation of Petty Cash system, involving large amounts of cash, to include the administering of float, associated daily balancing and recoupments of same.
- Full receipting and recording of additional monies in accordance with the statutory Boarded Out Allowances, such as holiday, pocket money, birthday, Christmas etc.
- Responsible for the cashing of petty cash cheques.
- Responsible for operation of e-Returns system to include the lodgements of unspent monies.
- Responsible for generation, receipting & recording of cheque requests for the home in conjunction with the OIC’s.
- Responsible for creation and maintenance of Damages/Reimbursement sheets, if necessary, for individual children in the homes.
- Post holder will be required to ensure sufficient monies are requested in advance to cover petty cash and financial needs at all times eg.annual leave etc.
- Maintenance of Safe Register according to operational policy.
- Compliance with ‘Administrative Procedures for Residential Homes Staff’ to include strict adherence to financial good practice guidelines.

TRAINING
- Attend all mandatory training as required, to include annual Child Protection training & Personal Disengagement Techniques training specifically for administration staff in residential homes.
- Familiarisation with all relevant procedures and protocols.
- Undertake further training if required in order to meet the changing needs of the organisation.

OTHER DUTIES
- The post holder must be flexible in approach and prepared to undertake any other duties felt to be appropriate.

General Responsibilities
- Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and:

- At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner.
- Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them.
- Comply with the Trust’s Smoke Free Policy.
- Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations.
- Adhere to Equality and Good Relations duties throughout the course of their employment.
- Ensure the on-going confidence of the public in-service provision.
- Maintain high standards of personal accountability.
- Comply with the HPSS Code of Conduct.

ESSENTIAL CRITERIA:
1. Four GCSE’s including English Language (Grades A - C) or equivalent

**OR** Have one year’s relevant experience

**OR** NVQ Level II Administration.

2. RSA Stage II Word Processing (Parts 1 & 2) **OR** Equivalent.

**DESIRABLE CRITERIA**

1.Previous petty cash handling or financial experience.

2.The ability to communicate effectively bo

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