JOB DESCRIPTION
Senior Clerical Officer
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 with relevant personnel to receive and provide information.
Purchasing and Supplies Administration
* Operate/oversee requisitioning procedures, including the 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 word processing 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 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.
Other duties
* Assist work placement students with practical tasks and assignments within the school officer (where appropriate).
* Such other duties as may be assigned within the level of the job.
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
The 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.
* Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.
Skills / Abilities
* Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.
SECTION 2 - ESSENTIAL CRITERIA
* Evidence of knowledge of: The requirements of a Senior Clerical Officer.
* General office administrative processes and records.
Skills / Abilities
* Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines.
* Evidence of a customer focused approach to work.
* Demonstrable people management and team skills to successfully motivate and manage others.
* Evidence of sound interpersonal and communication skills.
Values Orientation
Evidence of how your experience and approach to work reflect EA’s/the School’s Values/ethos.
SECTION 3 - DESIRABLE CRITERIA
* Previous experience of working in an administrative role within a school environment.
* Experience of operating schools-based computer applications/systems within a school setting (e.g. C2K SIMS).
DISCLOSURE OF CRIMINAL BACKGROUND
The 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.
APPLICANT GUIDANCE NOTES
The Education Authority is an Equal Opportunities Employer.
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