Senior Clerical Officer - Information Governance Team - 2 Posts in Belfast

To provide administrative, clerical and secretarial support to the Information Governance Team.

MAIN DUTIES AND RESPONSIBILITIES:

• Provide administrative, clerical and secretarial support as part of the Information Governance team with regard to all Information Governance work.
• Develop, maintain and operate manual and/or computerised information systems.
• Complete and submit all returns/records as required.
• Contact with relevant personnel to receive and provide information.
• 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.
• Receive, screen and direct all telephone calls.
• Receive visitors and provide hospitality as required.
• Provide word processing/typing, filing, duplication and photocopying in support of administrative processes.
• Sort, screen and distribute all mail.
• Ensure the secure storage of valuable items and confidential documentation.
• Draft correspondence, obtain and update lists, registers and management information systems.
• Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the section.
• Communicate on a regular basis with professional staff from outside agencies in order to receive/provide information.
• Service meetings and draft minutes as required.
• Assist work placement students with practical tasks and assignments within the office (where appropriate).

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

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.

PERSON SPECIFICATION

Essential Criteria:

• Hold five GCSE’s (Grades A* – C) or equivalent or higher and have one year’s demonstrable experience of working in an administrative role in an office environment to include the practical use of computers; OR have three years’ demonstrable experience of working in an administrative role in an office environment to include the practical use of computers.
• The successful candidate will be required to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner.

Knowledge:

• Knowledge of general office administrative processes and records.
• Knowledge of the functions of the Education Authority.

Skills/Abilities:

• Ability to organise a busy workload to deliver effective results on time.
• Flexibility to meet changing demands as required.
• Ability to communicate and work effectively with others as part of a team.
• Ability to use own initiative to solve problems and respond to others.
• Ability to take a responsive and customer focused approach to work.
• Excellent ICT skills including Word, Outlook and Excel.

Desirable Criteria:

• Demonstrable experience in the use of Microsoft IT packages including databases and Outlook.

The Education Authority is an Equal Opportunities Employer.