Overview
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.
Main Duties and Responsibilities
* General Administrative Processes and Records: 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.
* Operate requisitioning procedures including the ordering, purchasing, receiving, checking, storage and distribution of resources.
* 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; Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school; Service meetings and draft minutes as required.
* Other Duties: Assist work placement students with practical tasks and assignments within the school office (where appropriate); Such other duties as may be assigned within the level of the post.
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.
Person Specification
Notes to Job Applicants
* 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.
* You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
* The stage in the process when the criteria will be measured is outlined in the table below.
* 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.
* 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.
* 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 how you meet any desirable criteria.
Section 1 – Essential Criteria
* Qualifications/Experience: 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.
* Skills/Abilities: Evidence of proficiency in the use of computer packages, to include Microsoft Word, Excel, PowerPoint and Outlook.
Section 2 – Additional Essential Criteria
* Knowledge: Evidence of knowledge of general office administrative processes and records; understanding of the requirements of a Clerical Officer.
* Skills/Abilities: Proven effective time management and organisational skills; customer-focused approach; ability to work as part of a team and independently; sound interpersonal and communication skills.
Section 3 – Desirable Criteria
* Experience: Working knowledge of C2K schools IT systems (e.g., Oracle and SIMS); previous experience in a school office.
Disclosure of Criminal Background: The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people as 'regulated activity'. If appointed to a post involving regulated activity, an Enhanced Disclosure of Criminal Background will be required, and the cost will be borne by the applicant.
Further information can be accessed at NI Direct or the Department of Justice.
Applicant Guidance Notes: To view the applicant guidance notes and learn about the benefits of joining the Education Authority, click here. The Education Authority is an Equal Opportunities Employer.
Seniority level
* Entry level
Employment type
* Full-time
Job function
* Administrative
* Industries: Education Administration Programs
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