Senior Clerical Officer

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 related to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
• Complete and submit all required returns/records.
• Contact relevant personnel to receive and provide information.

Purchasing and Supplies Administration

• Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage, and distribution of resources.
• Manage stock control of resources.
• Arrange maintenance of equipment in collaboration with other school and board staff.

Finance

• Receive, receipt, and account for all cash.
• Bank monies and maintain banking records.
• Assist relevant personnel with 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 support, including email, intranet, and internet use where appropriate.
• Sort, screen, and distribute all mail.
• Ensure secure storage of valuables and confidential documents.
• Draft correspondence, update guest lists, issue invitations, and prepare tickets and programmes for school events.
• Maintain diaries, schedule appointments and meetings, and provide secretarial support for staff.
• Communicate regularly with external agencies such as medical personnel and social services to exchange information.
• Keep staff, pupils, and parents informed about school activities.
• Service meetings and draft minutes as needed.

Other Duties

• Assist work placement students with practical tasks and assignments within the school office (where appropriate).
• Perform any other duties as assigned within the scope of the job.

It is acknowledged that the contents of this generic job description are not subject to appeal.

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