Job Title
Clerical Officer
Reporting
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.
Person Specification
Essential Criteria
* Hold a minimum of five GCSE passes (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications or have a minimum of three years’ demonstrable experience in an administrative/clerical role.
* Evidence of proficiency in the use of computer packages, including Microsoft Word, Excel, PowerPoint and Outlook.
* Knowledge of the requirements of a Clerical Officer and general office administrative processes and records.
* Proven effective time management and organisational skills.
* Evidence of a customer-focused approach to work.li
* Ability to work effectively as a team member and also independently.
* Evidence of sound interpersonal and communication skills.
* Evidence of how your experience and approach to work reflect the school’s values/ethos.
Desirable Criteria
* Have previous experience of working in an administrative role within a school environment.
Additional Information
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.
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 appointment 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.
The Education Authority is an Equal Opportunities Employer.
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