Clerical Officer in Ballymena

To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors.

MAIN DUTIES AND RESPONSIBILITIES

• General Administrative Processes and Records: 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. Operate requisitioning procedures including the ordering, purchasing, receiving, checking, storage and distribution of resources.
• 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 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. Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school. 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 post.

FLEXIBLE WORKING OPTIONS AVAILABLE

• OPTION 1: You are required to be on duty during school term plus two additional weeks. The timing of the two additional weeks is at the discretion of the Principal of the school.
• OPTION 2: You are required to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence. Duties will normally be provided by the school. However, where necessary, alternative work and/or training will be provided by the Authority at any other such place of employment as may be reasonably required.
• OPTION 3: To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.

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. Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order 2007. The successful applicant will require an enhanced disclosure check which at present costs £33. Further details regarding the payment of this check will be issued with the contract of employment.

PERSON SPECIFICATION

SECTION 1 - ESSENTIAL CRITERIA

• Qualifications/Experience: Have either (A) or (B): 5 GCSE's (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications. PLUS 6 months' experience in an administrative/clerical role in a busy office environment. OR A minimum of 1 year's experience in an administrative/clerical role in a busy office environment.
• 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

• Knowledge: Evidence of knowledge of the requirements of a 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 the School's Values.

SECTION 3 - DESIRABLE CRITERIA

• Experience: 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).