Senior Clerical Officer

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. 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.

2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. 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.

5. 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.

6. 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.

FactorEssential CriteriaMethod of AssessmentQualifications/
Experience

Hold five GCSE grades A*- C or equivalent or higher qualifications including English Language and one year's demonstrable administrative/clerical experience in an office environment, including general office duties, the use of Microsoft Office and the practical use of computers;

OR
 
Have three years' demonstrable administrative/clerical experience in an office environment including general office duties, the use of Microsoft Office and the practical use of computers.

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.

FactorEssential CriteriaMethod of AssessmentKnowledge

Knowledge of the importance of accuracy and confidentiality.

Knowledge of EA Connect/Capita/other pupil database/IT systems. 

Knowledge of Education Authority services/responsibilities. 

Interview

Skills/
Abilities

In line with EA's Game Changing People Model we will look for evidence of\: 

Ability to communicate and work effectively with others as part of a team.

Excellent oral and written communication skills.

Ability to work under pressure within strict deadlines.

Ability to take a responsive and customer focused approach to work.

Ability to work to a high level of accuracy and attention to detail.

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.

FactorDesirable CriteriaMethod of AssessmentKnowledge Knowledge of the EA Admissions service procedures. 

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 at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here. 

The Education Authority is an Equal Opportunities Employer.

JOB DESCRIPTION

 SERVICE AREA\:    Pupil Admissions & Pre-School Programmes

RESPONSIBLE TO\:    Admissions Team Leader (SEO)

RESPONSIBLE FOR\:    Assisting in the delivery of the admissions service.

JOB PURPOSE

• To provide comprehensive and effective support for the operation and delivery of the Admissions Service.

• Assist with the administration of Appeal Tribunals for Admissions/Expulsions/Curriculum.  

MAIN DUTIES AND RESPONSIBILITIES

The following list provides an outline of the key responsibilities.  It does not however, represent a comprehensive list of activities:

1.    Administrative

• Assist with the delivery of the administrative arrangements for the admissions procedure or transfer between school and the appeals process, ensuring a high level of accuracy and confidentiality.  

• Ensure accuracy of all pupil records on EA Connect/Capita/other pupil database and IT systems in support of the Admissions Service functions.

• Preparation and issue of appropriate admissions documentation to respective pre-schools/schools.

• Assisting and contributing to the delivery of Digital Admissions.

• Efficiently answer or forward as appropriate, queries received by email/telephone/post through the Admissions Helpdesk/postal service from parents, principals/leaders, internal EA services and other external stakeholders/customers.

• Assist with or prepare and collate materials for Team Leader/Admissions Manager/Deputy Admissions Manager/Senior Officers as required.

• Plan, organise work and determine the priority of tasks in order to undertake prescribed duties.
   

2.    Statistical Analysis

• Assist with the preparation of statistical information to inform Education Board/Committees/Officers, Department of Education, as applicable other Government Departments and Employing Authorities and other information requests.

3.    Advice and Support

• Providing advice and guidance to parents, pre-schools/schools going through the admissions procedures/transferring between schools/appeals process/other required advice and guidance.

• In conjunction with Team Leader/Senior Officers assist in providing advice/information/support as required for Board Members/Committees, Department of Education, CCMS, NICIE, CCEA, other bodies/agencies/departments and the public as required.

To undertake such other administrative duties as assigned by Team Leader/Senior Officers. 

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.

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