Post Title: Senior Clerical Officer
Responsible to: The Office Manager
Job Purpose: To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors and assist with the organisation of the school office.
SUMMARY OF MAIN DUTIES AND RESPONSIBILITIES
Supervision
* Deputise for the Office Manager when required.
* Allocate, control and monitor work of appropriate staff.
* Identify and provide on the job training to appropriate staff.
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, transport, etc.
* Complete and submit all returns/records as required.
* Contact with relevant personnel to receive and provide information.
* Organise and distribute examination certificates, ensuring secure storage.
* Organise and distribute bus passes to students.
Secretarial and Reception
* Provide word processing/typing, filing, duplication and photocopying word processing in support of administrative processes, including the use of E-mail, intranet and internet facilities, where appropriate.
* 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.
* Provide secretarial service for all staff within the school.
* Communicate on a regular basis with professional staff from outside agencies in order to receive. Provide information e.g. medical personnel, social services agency personnel etc.
* Keep staff, pupils and parents informed of matters relating to school activities.
* Service meetings and draft minutes as required.
* Operate the telephone/switchboard, receive visitors and provide hospitality as required.
Purchasing and Supplies Administration
* Stock control of resources.
* Arrange for the maintenance of equipment
Other duties
* Assist work placement students with practical tasks and assignments within the school office (where appropriate).
* Act as a Fire Warden if required (training will be provided and an additional payment allowance received).
* Act as a First Aider if required (training will be provided and an additional payment allowance received).
* Such other duties as may be assigned within the level of the job.
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