Senior Clerical Officer - Exceptional Teaching Arrangements - NEGC in Newtownabbey

To provide a comprehensive and confidential administrative support service to the Exceptional Teaching Arrangements (ETA) Service.

MAIN DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the local ETA Service to include drafting correspondence, reports, court papers, agendas and minutes, screening mail and telephone calls, receiving visitors and maintaining diaries for officers;
• Develop, maintain and operate manual and computerised information systems to include EMS to provide appropriate statutory returns;
• Monitor and process correspondence originating from the ETA service.
• Arrange meetings, appointments, attendance at conference and co-ordinate diaries, calendars and task lists;
• Provide administrative support for ETA Service;
• Research and collate information including statistical data in order to brief the ETA Manager;
• Monitor the EHE Portal and provide support for parental/carer enquiries.
• Liaise with Education Authority sections, local schools, medical professionals, Social Services in connection with the work of the team;
• Photocopy and collate materials as required;
• Prepare booklets/handouts for schools/parents under the guidance of the ETA Service;
• Maintain an up-to-date filing system.
• Prepare and process requisitions, invoices/payments for approval and payment;
• Maintain stationery/stock and equipment for use in the service;
• Prepare pupil data to ensure prompt invoicing of schools;
• Operate the telephone, receive visitors and provide assistance as required;
• Provide IT administration, voicemail, filing photocopying in support of administrative processes including the use of email, internet and internet facilities;
• Sort, screen and distribute all mail;
• Responsible for preparing outgoing mail;
• Ensure the storage of valuable items and confidential documentation;
• Maintain stock levels of all administrative documents;
• Access and prepare files for various case conferences;
• Communicate with staff from other agencies to receive and provide basic information;
• Service meetings and draft minutes as required;
• Such other duties as may be related to the level of the job at the discretion of the Head of ETA.

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

Essential Criteria:

• Five GCSE passes (grades A*-C) or equivalent or higher including English Language and mathematics and one year’s administrative/clerical experience in an office environment including general office duties, word processing and practical use of computers OR three years’ administrative/clerical experience in an office environment including general office duties, word processing and the practical use of computers.

Knowledge:

• Knowledge of the requirements of a Senior Clerical Officer within a setting/service which supports children and young people.

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.

Desirable Criteria:

• Demonstrable experience of C2K to include SIMs.

The Education Authority is an Equal Opportunities Employer.