Senior Clerical Officer in Newtownards

LOCATION: Name of school

RESPONSIBLE TO: The School Principal

RESPONSIBLE FOR: Maximum of five staff.

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.
• 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 in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
  • 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 in association with other school and board staff.
• 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.
  • Sort, screen and distribute all mail.
  • Ensure the secure storage of valuable items and confidential documentation.
  • Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.
  • Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff within the school.
  • Communicate on a regular basis with professional staff from outside agencies.
  • Keep staff, pupils and parents informed of matters relating to school activities.
  • 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 job.

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

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

SECTION 1 - ESSENTIAL CRITERIA

• Have either (A) or (B):
  • (A) 5 GCSE’s (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications. PLUS 1 year’s experience in an administrative/clerical role in a busy office environment.
  • OR (B) A minimum of 3 years’ experience in an administrative/clerical role in a busy office environment. PLUS Have a minimum of 6 months experience in the management and supervision of staff.
• Demonstrable experience of purchasing and supplies administration.
• Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.

SECTION 2 - ESSENTIAL CRITERIA

• Evidence of knowledge of:
  • The requirements of a Senior Clerical Officer.
  • General office administrative processes and records.
• 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.

SECTION 3 - DESIRABLE CRITERIA

• 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).

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 appointment 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.

The Education Authority is an Equal Opportunities Employer.