Job Description
Post Title: Senior Clerical Officer
Location: Name of school
Responsible To: The School Principal
Responsible For: Maximum of five staff
Job Purpose: To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors and assist with the organisation and management of the school office.
Main Duties and Responsibilities
Supervision
* Allocate, control and monitor work of appropriate staff.
* Identify and provide on‑the‑job training to appropriate staff.
Note: This is a discretionary element of the job description. The grade may be awarded if supervision is not a component of the post.
General Administrative Processes and Records
* Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors.
* Develop, maintain and operate manual and/or computerised information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
* Complete and submit all returns/records as required.
* Contact relevant personnel to receive and provide information.
Purchasing and Supplies Administration
* Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage and distribution of resources.
* Stock control of resources.
* Arrange for the maintenance of equipment in association with other school and board staff.
Finance
* Receive, receipt and account for all cash.
* Bank monies and maintain banking records.
* Communicate with relevant personnel and provide assistance in relation to financial procedures.
Reception, Secretarial and Secretariat
* Operate the telephone/switchboard, receive visitors and provide hospitality as required.
* 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.
* Sort, screen and distribute all mail.
* Ensure the secure storage of valuable items and confidential documentation.
* Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.
* Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff within the school.
* Communicate on a regular basis with professional staff from outside agencies to receive and provide information (e.g., medical personnel, social services agency personnel).
* Keep staff, pupils and parents informed of matters relating to school activities.
* Conduct service meetings and draft minutes as required.
Other Duties
* Assist work placement students with practical tasks and assignments within the school office where appropriate.
* Any other duties of a similar nature and appropriate to the grade may be assigned from time to time.
It is acknowledged that the contents of this generic job description are not subject to appeal. 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.
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.
Personal Specification
Essential Criteria
* Five GCSEs (Grades A*–C) including English Language and Mathematics, plus at least one year of administrative/clerical experience in a busy office.
* OR at least three years of administrative/clerical experience in a busy office, plus at least six months of experience in the management and supervision of staff.
* Demonstrable experience of purchasing and supplies administration.
* Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
* Evidence of knowledge of the requirements of a Senior Clerical Officer and general office administrative processes and records.
* Effective planning and organisational skills and the ability to work under pressure to meet deadlines.
* A customer‑focused approach to work.
* Proven people‑management and team‑motivation skills.
* Sound interpersonal and communication skills.
Desirable Criteria
* At least six months of previous experience in an administrative role within a school environment.
* Experience operating school‑based computer applications/systems, e.g. C2K SIMS.
Values and Ethics
Evidence of how your experience and approach to work reflect the School’s values and ethos is required.
Application Requirements
* Applicants should demonstrate how they meet both the essential and desirable criteria by the closing date.
Additional Legal Information
* The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people as ‘regulated activity’. Candidates for posts involving regulated activity will be required to obtain an Enhanced Disclosure of Criminal Background, at their own expense.
The Education Authority is an Equal Opportunities Employer.
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