Senior Clerical Officer - Exceptional Teaching Arrangements - NEGC

Reports To: Senior Executive Officer

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

Responsibilities:

• Provide administrative support to the local ETA Service, including 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, attend conferences and coordinate diaries, calendars and task lists.
• Research and collate information, including statistical data, 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 and Social Services in connection with the work of the team.
• Photocopy and collate materials as required.
• Prepare booklets and handouts for schools and parents under the guidance of the ETA Service.
• Maintain an up-to-date filing system.
• Prepare and process requisitions, invoices and 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 and photocopying in support of administrative processes.
• Sort, screen and distribute all mail and prepare 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.
• Satisfy other duties of a similar nature and appropriate to the grade at the discretion of the Head of ETA.

Essential Qualifications:

• 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. OR three years’ administrative/clerical experience in an office environment.
• Knowledge of the requirements of a Senior Clerical Officer within a setting/service which supports children and young people.
• 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 Qualifications:

• Demonstrable experience of C2K to include SIMs.
• Commitment to equality and excellence in service delivery, reflecting the values of the Education Authority.

EEO Statement: The Education Authority is an Equal Opportunities Employer. Disclosure Enhanced Disclosure of Criminal Background will be required for anyone appointed to a post that involves regulated activity. The applicant will be expected to meet the cost of the certificate.

Additional Information: This job description may be reviewed 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. The post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.