Senior Clerical Officer - Exceptional Teaching Arrangements - TOPS Belfast

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. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise. 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

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

Section 2 - Essential Criteria

• 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.
• Values Orientation: Evidence of how your experience and approach to work reflect EA’s ethos and values.

Section 3 - Desirable Criteria

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

• Demonstrable experience of C2K to include 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 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.

Job Purpose

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.
• Research and collate information including statistical data in order to brief the ETA Manager.
• 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.