Senior Clerical Officer
Location: Name of school
Reports to: School Principal
Position: Provides administrative, clerical and secretarial support to the Principal, school staff and Board of Governors, assisting with the organisation and management of the school office.
Key Responsibilities
* Supervise up to five staff, allocate, control and monitor work, provide on‑the‑job training.
* Provide administrative, clerical and secretarial support to Principal, staff and Board of Governors.
* Develop, maintain and operate information systems for pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
* Complete and submit all required returns/records.
* Coordinate relevant personnel to receive and provide information.
* Operate/oversee requisitioning procedures: ordering, purchasing, receiving, checking, storage and distribution of resources.
* Maintain stock control and arrange equipment maintenance.
* Receive, account for all cash; bank monies and maintain banking records.
* Operate telephone/switchboard, receive visitors and provide hospitality.
* Provide word processing, typing, filing, duplication and photocopying, using E‑mail, intranet and internet facilities where appropriate.
* Sort, screen and distribute all mail; ensure secure storage of valuable items and confidential documentation.
* Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes for school functions.
* Maintain diaries, arrange appointments, meetings, and provide secretarial service for all staff.
* Communicate regularly with professional staff from outside agencies (medical personnel, social services, etc.) and keep staff, pupils and parents informed of school activities.
* Service meetings and draft minutes.
* Assist work placement students with practical tasks and assignments, where appropriate.
* Perform other duties as assigned within the level of the post.
Essential Criteria
* Have 5 GCSEs (Grades A*-C) including English Language and Mathematics, or equivalent/higher qualifications.
* At least 1 year’s experience in an administrative/clerical role in a busy office environment.
* Demonstrable experience of purchasing and supplies administration.
* Proficiency in computer packages: Microsoft Word, Excel, PowerPoint and Outlook.
* Evidence of knowledge of senior clerical officer responsibilities and general office administrative processes and records.
* Proven planning and organisational skills, ability to work under pressure and meet deadlines.
* Customer‑focused approach to work.
* People‑management and team skills to motivate and manage others.
* Sound interpersonal and communication skills.
Desirable Criteria
* Previous experience working in an administrative role within a school environment.
* Experience operating school‑based computer applications/systems (e.g., C2K SIMS).
In accordance with Section 75 of the Northern Ireland Act (1998), the post holder is expected to promote good relations and equality of opportunity and pay in accordance with equality legislation at all times.
The Education Authority is an Equal Opportunities Employer.
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