Overview
JOB DESCRIPTION. JOB TITLE: Clerical Officer. REPORTS TO: The Principal. JOB PURPOSE: To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors.
Responsibilities
* General Administrative Processes and Records
o Operate manual and/or computerised information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
o Complete and submit all returns/records as required.
o Operate requisitioning procedures including the ordering, purchasing, receiving, checking, storage and distribution of resources.
* Finance
o Receive, receipt and account for all cash.
o Bank monies and maintain banking records.
o Communicate with relevant personnel and provide assistance in relation to financial procedures.
* Reception, Secretarial and Secretariat
o Operate the telephone/switchboard, receive visitors and provide hospitality as required.
o Provide word processing/typing, filing, duplication and photocopying in support of administrative processes, including the use of E-mail, intranet, and internet facilities, where appropriate.
o Sort, screen and distribute all mail.
o Ensure the secure storage of valuable items and confidential documentation.
o Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school.
o Service meetings and draft minutes as required.
* Other Duties
o Assist work placement students with practical tasks and assignments within the school office (where appropriate).
o Such other duties as may be assigned within the level of the post.
Terms and Conditions / Equal Opportunity
This job description may be reviewed in light of changing circumstances and is not intended to be rigid. 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.
Applicant Guidance & Guidance Notes
To view guidance notes and benefits information, see the Education Authority materials.
Person Specification Highlights
Notes to Job Applicants - You must clearly demonstrate on your application form how you meet the essential and desirable criteria, for both shortlisting and interview stages. Shortlisting is based on application form information. The Selection Panel may apply desirable criteria at shortlisting. Demonstrate how you meet any desirable criteria on your form.
Section 1 – Essential Criteria
* Qualifications/Experience
o Have either (A) five GCSE passes (A*-C) including English Language and Mathematics, or equivalent or higher level qualifications; OR
o Have a minimum of three years’ demonstrable experience in an administrative/clerical role.
* Skills / Abilities
o Evidence of proficiency in the use of computer packages, including Word, Excel, PowerPoint and Outlook.
o Evidence of prior learning of Irish.
Section 2 – Essential Criteria (Interview Stage)
* Knowledge
o Knowledge of the requirements of a Clerical Officer.
o Knowledge of general office administrative processes and records.
* Skills / Abilities
o Proven effective time management and organisational skills.
o Customer-focused approach to work.
o Ability to work as part of a team and independently.
o Sound interpersonal and communication skills.
* Values Orientation
o Evidence of alignment with school values/ethos and commitment to the Irish language and Irish-medium education.
Section 3 – Desirable Criteria
* Experience
o Experience in an administrative role within a school environment.
* Skills
o High standard of spoken Irish.
Disclosures
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines regulated activity. If appointed to a post involving regulated activity, an Enhanced Disclosure of Criminal Background will be required. The post-holder is expected to meet the cost of an Enhanced Disclosure Certificate at the pre-employment stage. Further information can be accessed via NI Direct or the Department of Justice.
Applicant Guidance
Guidance notes and benefits information are available from the Education Authority.
Equal Opportunities
The Education Authority is an Equal Opportunities Employer.
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