Job Description
REPORTS TO: Executive Officer
RESPONSIBLE FOR: Provide administrative, clerical and secretarial support to Senior Officers on all matters relating to the organisation and work of the department and the service it provides, on behalf of the EA for pupils with Special Educational Needs.
Job Purpose
To provide administrative, clerical and secretarial support to Senior Officers on all matters relating to the organisation and work of the department and the service it provides, on behalf of the EA for pupils with Special Educational Needs.
Main Duties and Responsibilities
Statutory Assessment
* Ensure the appropriate and timely issuing of all documentation in relation to Statutory Assessment and Annual Reviews.
* Assist Administrative and SEN Link Officers with processes in relation to placement of pupils with statements of Special Educational Needs, including liaison with parents, schools, other EA departments regarding transport, classroom assistant provision and equipment.
* Assist with the processing of the Annual Reviews, Transition Plans, Change of Placement and Cessation of Statements.
* Arrange meetings for Officers to discuss statements with parents, schools and professionals.
* Ensure accuracy of the computerised and manual records of all children with statements of Special Educational Needs and those undergoing statutory assessment.
* Prepare information on children who move into or out of the EA, ensuring pupil records are forwarded to the appropriate education authority.
* Check the receipt of advices, reports and information from parents and professionals in relation to Statutory Assessment and Annual Reviews.
General Administration and Secretarial Support
* Provide individual secretarial assistance for Officers within the Statutory Assessment & Review Service (SARS), including checking correspondence, screening and distribution of mail/telephone calls, making appointments, receiving visitors and maintaining officers’ diaries.
* Arrange appointments, prepare materials for meetings and general correspondence for Senior Officers.
* Attend meetings as required acting as Secretary, preparing minutes for circulation to all involved.
* Maintain databases and spreadsheets.
* Ensure the appropriate and timely issuing of all documentation in relation to the SARS.
* Deal with telephone queries and engage in follow‑up action where appropriate.
* Provide a confidential and discreet service when dealing with information of a personal and sensitive nature, having regard to GDPR legislation.
* Provide information and support to schools, parents, other professionals and EA Officers.
* Prepare and compile documentation as required.
* Perform any other duties commensurate with the grade of the post.
Other duties of a similar nature that are appropriate to the grade may be assigned from time to time.
Essential Criteria
* Qualifications: 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.
* Alternative Qualification: Hold three years' administrative/clerical experience in an office environment, including general office duties, word processing and practical use of computers.
* Knowledge: Understanding of the requirements of a Senior Clerical Officer within a setting/service which supports children and young people.
* Skills and Abilities: Ability to organise a busy workload to deliver effective results on time; flexibility to meet changing demands; effective communication and teamwork skills; initiative to solve problems and respond to others; customer‑focused approach to work; excellent ICT skills.
* Values Orientation: Evidence that experience and approach to work reflect EA’s ethos and values.
Desirable Criteria
* One year’s experience in an administrative/clerical role within the Statutory Assessment & Review Service or a similar service.
* Commitment to equality and excellence in service delivery.
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’. If recommended for a post that involves regulated activity, the Education Authority will require an Enhanced Disclosure of Criminal Background. The candidate will be expected to bear the cost of this certificate.
Equality and Diversity
The Education Authority is an Equal Opportunities Employer.
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