Senior Clerical Officer
Location: Name of school
Reports to: School Principal
Supervises up to 5 staff.
Job Purpose
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.
Responsibilities
Supervision
* 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, 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 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.
Required Qualifications and Experience
* Either:
o (A) 5 GCSE’s (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications and 1 year’s experience in an administrative/clerical role in a busy office environment;
o (B) A minimum of 3 years’ experience in an administrative/clerical role in a busy office environment and a minimum of 6 months experience in the management and supervision of staff.
* Demonstrable experience of purchasing and supplies administration.
Skills and Abilities
* Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
* Effective planning and organisational skills and ability to work under pressure to meet deadlines.
* Customer focused approach.
* People management and team skills to motivate and manage others.
* Sound interpersonal and communication skills.
Desired Experience
* 4 months experience of working in an administrative role within a school environment by time of appointment.
* Experience of operating schools-based computer applications/systems within a school setting (e.g., C2K SIMS).
Equal Opportunities
The Education Authority is an Equal Opportunities Employer. 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.
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