Clerical Officer

**Proposed Interview Date: Week Commencing 12 February 2024**

**Closing Date: Sunday 4 February 2024**

**Contract Type: Permanent**

**Salary: FC4 £23,633.23 - £25,829.49 (Pro-Rata)**

**Working Pattern: 30 hours per week, **39 weeks per year**

**Location: Glenwood High School, Glenrothes**

**Purpose and Values of Education & Children’s Services Directorate**

The Education & Children’s Services Directorate is committed to Improving Life Chances for All through a wide range of direct services which support our children, young people, families and the wider Fife community. Our approach to improvement is rooted in our core values: Compassion, Ambition, Respect and Equity which reflect the ethos, culture and practice principles of all staff across the directorate. We strive to ensure that our attitudes and behaviour reflect these core values in all our dealings with children, young people, their families, and the wider community in partnership with those who support them.

**Supporting Statement**

Please consider and demonstrate the following when completing your Supporting Statement:

- **Ways in which you have demonstrated that you can work effectively as part of a team.**
- (Consider the following: how you have built positive relationships built on trust and respect as a team member; how have you communicated with others; how have you used your initiative and organisational skills to meet targets and achieve goals.) _
- **Ways in which you have demonstrated a high level of confidentiality.**
- (Consider the following: how have you shared information in compliance with current legislation; what steps did you take to ensure procedures were followed, guaranteeing attention to detail.) _
- **Ways in which you have demonstrated good communication and effective interpersonal skills.**
- (Consider the following: how have you used your knowledge and skills to provide professional documents, information, data and reports; how have you worked towards achieving improvements; how have you demonstrated excellent customer service; how have you managed your time effectively to be able to meet deadlines.) _
- **Ways in which you have used your knowledge, problem solving skills and understanding of office process and systems.**
- (Consider the following: how have you used your knowledge of financial and IT systems to provide a quality service; what systems and processes have you used to produce information; how have you used your initiative to support process improvements.) _

**Job Details**

We are looking for a highly skilled and committed Clerical Officer to provide a comprehensive and confidential administrative support service within a secondary high school, utilising the Management Information Systems and other Education specific IT systems, ensuring accurate IT data capture to meet the requirements of school, corporate and government agencies.

As a Clerical Officer, you will work under the direction and supervision of the Admin Coordinator or Business Manager.

A link to the role profile is included below, where you will find more information about the role, with specific reference to essential and desirable criteria for applicants.

As a Clerical Officer you will be required to:

- Maintain and analyse the school's Management Information System, including the production of registers and maintenance of pupil records e.g. admissions, leavers, new enrolments, pupil attendance, staff records and sickness absence details.
- Provide/oversee an effective and customer focused enquiry/reception service for all visitors, Teachers, pupils, staff and parents as required.
- Capture and communicate information accurately.
- Enrolling pupils onto Scottish Qualification Authority (SQA), updating and maintaining pupil information to ensure exam entry, planning and timetabling.
- Issuing regular SQA reports to Principal Teachers, and parents throughout the academic year to ensure accurate data and reporting.
- Timeous completion of various corporate and external returns i.e. SQA reporting, inventories and school survey outcomes.
- Maintain financial systems including ordering, receipting, resolving queries, running reports, journals etc. and general financial housekeeping at the end of each financial period.
- Assist with all operational aspects of the School Fund and Purchasing Card accounts (petty cash), ensuring reconciliation with bank accounts and annual end of year income.
- Ensure timeous checking and reconciliation of pay data with financial information systems, taking effective corrective action.
- Resolve all queries, and produce relevant reports, including expenditure reports for audit purposes.
- Manage/schedule all school specific calendars.
- Maintain the Parents Evening System including liaising with Principal Teachers to set parameters for timings and producing a school plan for the event.
- Assist in the staff supply cover arrangements by processing requests through the supply messaging system.
- Ensure