Transport Senior Clerical Officer in Dundonald

REPORTS TO: Nominated Transport Officer

JOB PURPOSE: To provide administrative, clerical and secretarial support in the Transport Division

MAIN DUTIES AND RESPONSIBILITIES

• General Administrative Processes and Records
  • Provide administrative, clerical and secretarial support to Officers in the Division
  • 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
• 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
• Reception, Secretarial and Secretariat
  • 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, 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
  • Draft correspondence, obtain and update lists, registers and management information systems
  • Maintain diaries, arrange appointments, meetings and provide a secretarial service for Senior Officers within the Division/Service
  • Communicate on a regular basis with professional staff from outside agencies in order to receive/provide information
  • Service meetings and draft minutes as required
• Other Duties
  • 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.

PERSON SPECIFICATION NOTES TO JOB APPLICANTS

• You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted.
• You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
• The stage in the process when the criteria will be measured is outlined in the table below.
• Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
• Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
• In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

• Qualifications/Experience
  • Hold five GCSE passes (grades A*-C) or relevant equivalent or higher examination qualifications (one of which must be in English) and one year's administrative/clerical experience in an office environment including the practical use of computers
  • OR Have three years' administrative/clerical experience in an office environment including the practical use of computers

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA's Game Changing People Model.

• 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

Knowledge

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

Values Orientation

• Evidence of how your experience and approach to work reflect EA's ethos and values.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as 'regulated activity'. In the event that you are recommended for appointed to a post that involves 'regulated activity', the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

The Education Authority is an Equal Opportunities Employer.