Senior Clerical Officer

JOB DESCRIPTION REPORTS TO: Senior Executive Officer JOB PURPOSE To provide efficient and effective administrative, clerical and/or secretarial support to functional and operational staff. MAIN DUTIES AND RESPONSIBILITIES To provide administrative support in relation to all aspects of the work of the section using the full range of IT equipment including word processing/typing, databases, spreadsheets, email, fax, intranet and internet facilities. To provide advice and assistance to EA officers, customers, the public and other professionals in respect of agreed aspects of the service and as directed by the senior executive officer. To support the senior executive officer in undertaking qualitative and quantitative research and investigations as required by senior officers with the education department. To assist in the collation of factual data and statistical information from various sources in order to support the work of identified senior EA officers within the service. To prepare letters, minutes, notes and other clerical support to officers as appropriate and as directed by the Senior Executive Officer. To assist in the preparation of materials for courses as appropriate. To process claims and invoices for payment in accordance with agreed EA procedures. To use initiative, tact and diplomacy in responding to queries, issues and problems that arise within the section in the absence of the Senior Executive Officer. To disseminate information as appropriate both within the service, other sections within Children and Young Peoples Services and the EA. To deal with written and verbal communications, including telephone enquiries received within the service. To order and monitor supplies of stationery and office requisitions for all staff within the section. To organise meetings on behalf of senior EA officers and to assist in the administrative support associated with arranging courses and conferences. To be responsible for maintaining efficient recording and filing systems within the service as directed by the Senior Executive Officer. To undertake other duties appropriate to the grade as may be required from time to time by the head of section. 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. To learn about the many great benefits of joining the Education Authority, click here. PERSON SPECIFICATION NOTES TO JOB APPLICANTS You 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 to shortlist only those applicants that it believes most strongly meet the criteria for the role. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined 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 on how you meet any desirable criteria. Section 1 - Essential Criteria The following are essential criteria which will initially be measured at the shortlisting stage and which may 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. Factor Essential Criteria Method of Assessment Qualifications/Experience Hold five GCSE passes (Grades A*-C) or equivalent or higher and have one year’s administrative/clerical experience in an office environment including general office duties, word processing and practical use of computers OR have three year’s administrative/clerical experience in an office environment including general office duties, word processing and the practical use of computers. Demonstrable experience of using Excel Spreadsheets in an office environment. Shortlisting by Application Form Section 2 - Essential Criteria The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model. Factor Essential Criteria Method of Assessment Skills/Abilities In line with EA’s Game Changing People Model we will look for evidence of: Ability to organise a busy workload to deliver effective results on time Flexibility to meet changing demands as required Ability to communicate and work effectively with others as part of a team Ability to use own initiative to solve problems and respond to others Ability to take a responsive and customer focused approach to work Excellent ICT skills Confidentiality Interview Knowledge Knowledge of the requirements of a Senior Clerical Officer Knowledge of the functions of the Education Authority Interview Values Orientation Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here. Interview Section 3 - Desirable Criteria Some 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. Factor Desirable Criteria Method of Assessment Experience Demonstrable experience using the One Live, or a similar Management Information Shortlisting by Application Form Our Values Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential. DISCLOSURE OF CRIMINAL BACKGROUND The 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 you will be 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 on www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks or www.justice-ni.gov.uk/articles/about-accessni APPLICANT GUIDANCE NOTES To view the applicant guidance notes, please click here. The Education Authority is an Equal Opportunities Employer #J-18808-Ljbffr