JOB DESCRIPTION
Senior Clerical Officer
LOCATION
Name of school
RESPONSIBLE TO
The School Principal
RESPONSIBLE FOR
Maximum of five staff (see paragraph 1 below)
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 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, and use of 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 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 to receive / provide information e.g. medical personnel, social services agency personnel.
* 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 office (where appropriate).
* Such other duties as may be assigned within the level of the job.
PERSON SPECIFICATION
ESSENTIAL CRITERIA
Educational and Experience:
* Either (A) 5 GCSEs (Grades A*-C) including English Language and Mathematics, or equivalent, plus 1 year of administrative/clerical experience in a busy office, or (B) a minimum of 3 years’ administrative/clerical experience in a busy office, plus at least 6 months’ experience in management and supervision of staff.
* Demonstrable experience of purchasing and supplies administration.
Skills / Abilities
* Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
* Effective planning and organisational skills, and the ability to work under pressure to meet deadlines.
* Customer-focused approach to work.
* People management and team skills to successfully motivate and manage others.
* Sound interpersonal and communication skills.
Knowledge
* Knowledge of the requirements of a Senior Clerical Officer.
* Knowledge of general office administrative processes and records.
Values Orientation
Evidence of how your experience and approach to work reflect EA’s/the School’s values and ethos.
DESIRABLE CRITERIA
* Previous experience working in an administrative role within a school environment.
* Experience operating school-based computer applications/systems such as C2K SIMS.
CRIMINAL BACKGROUND DISCLOSURE
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. If you are recommended for a post that involves ‘regulated activity’, an Enhanced Disclosure of Criminal Background will be required. You will be expected to cover the cost of the Enhanced Disclosure Certificate.
The Education Authority is an Equal Opportunities Employer
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