Transport Senior Clerical Officer (Job Reference: 26003873)Primary Location : Down-Dundonald-Dundonald OfficeContract Type : PermanentDuration of Contract/Contract End Date : PermanentStatus : Full-TimeHours per Week : 36Working Pattern : Monday - FridayGrade/Scale : Senior Clerical Officer | NJC pt 11 - 14 |£28,142 - £29,540 per annumAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : TBCAdditional Information: N/AJOB DESCRIPTIONREPORTS TO: Nominated Transport OfficerJOB PURPOSE: To provide administrative, clerical and secretarial support in the Transport DivisionMAIN DUTIES AND RESPONSIBILITIES:General Administrative Processes and RecordsProvide administrative, clerical and secretarial support to Officers in the ServiceDevelop, maintain and operate manual and/or computerised information systemsComplete and submit all returns/records as required.Contact with relevant personnel to receive and provide informationPurchasing and Supplies AdministrationOperate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resourcesStock control of resourcesArrange for the maintenance of equipmentReception, Secretarial and SecretariatReceive, screen and direct all telephones callsReceive visitors and provide hospitality as requiredProvide 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 appropriateSort, screen and distribute all mailEnsure the secure storage of valuable items and confidential documentationDraft correspondence, obtain and update lists, registers and management information systemsMaintain diaries, arrange appointments, meetings and provide a secretarial service for Senior Officers within the ServiceCommunicate on a regular basis with professional staff from outside agencies in order to receive/provide informationService meetings and draft minutes as requiredOther DutiesAssist work placement students with practical tasks and assignments within the office (where appropriate)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 SPECIFICATIONNOTES TO JOB APPLICANTS1. 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.2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.3. The stage in the process when the criteria will be measured is outlined in the table below.4. 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.5. 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.6. 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 on how you meet any desirable criteria.Section 1 - Essential CriteriaThe following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.FactorEssential CriteriaMethod of AssessmentQualifications/ExperienceFive GCSE passes (grades A*-C) or relevant equivalent or higher examination qualifications and one year’s administrative/clerical experience in an office environment including the practical use of computersORHave a minimum of three years’ administrative/clerical experience in an office environment including the practical use of computersShortlisting by Application FormSection 2 - Essential CriteriaThe following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.FactorEssential CriteriaMethod of AssessmentKnowledgeKnowledge of general office administrative processes and recordsKnowledge of the functions of the Education AuthorityInterviewSkills/AbilitiesIn line with EA’s Game Changing People Model we will look for evidence of:Ability to organise a busy workload to deliver effective results on timeFlexibility to meet changing demands as requiredAbility to communicate and work effectively with others as part of a teamAbility to use own initiative to solve problems and respond to othersAbility to take a responsive and customer focused approach to workExcellent ICT skills including Word, Outlook and ExcelInterviewValues OrientationEvidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.InterviewSection 3 - Desirable CriteriaSome or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.FactorDesirable CriteriaMethod of AssessmentQualifications/ExperienceDemonstrable experience of organising a busy workload and giving attention to detail to produce accurate, high-quality work to deadlines.Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.GCSE pass (grade A*-C) or equivalent or higher in Mathematics.GCSE pass (grade A*-C) or equivalent or higher in English.Shortlisting by Application FormOur ValuesThrough the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.DISCLOSURE OF CRIMINAL BACKGROUNDThe Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.Further information can be accessed at NI Direct or the Department of Justice.
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