Clerical Officer

Job Title: Clerical Officer

Reports To: The Principal

Job Purpose

To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors.

Main Duties and Responsibilities

General Administrative Processes and Records

• 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.
• Operate requisitioning procedures including the ordering, purchasing, receiving, checking, storage and distribution of resources.

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, 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.
• Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school.
• 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 post.

Flexible Working Options Available

Option 1 – You are required to be on duty during school term plus two additional weeks. The timing of the two additional weeks is at the discretion of the Principal of the school.

Option 2 – You are required to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence. Duties will normally be provided by the school. However, where necessary, alternative work and/or training will be provided by the Authority at any other such place of employment as may be reasonably required.

Option 3 – To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.

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.

To view the summary of terms and conditions for this post, click here.

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.
• 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 how you meet any desirable criteria.

Section 1 – Essential Criteria

Hold a minimum of five GCSE passes (Grades A*‑C) including English Language and Mathematics, or equivalent or higher level qualifications OR Have a minimum of three years’ demonstrable experience in an administrative/clerical role. Shortlisting by Application Form.

Skills / Abilities

Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook. Shortlisting by Application Form.

Section 2 – Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage.

Knowledge

• The requirements of a Clerical Officer.
• General office administrative processes and records.

Interview.

Skills / Abilities

• Proven effective time management and organisational skills.
• Evidence of a customer focused approach to work.
• Ability to work effectively as a team member and also independently.
• Evidence of sound interpersonal and communication skills.

Interview.

Values Orientation

Evidence of how your experience and approach to work reflect the school’s values/ethos. You will find information about the school’s values/ethos on our school website.

Interview.

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.

Experience

Demonstrate a minimum of 6 months previous experience of working in an administrative role within a school office environment. Shortlisting by Application Form.

Skills / Abilities

Willingness to learn about new platforms/applications e.g. SIMS, school website, etc that may come into effect in school. Interview.

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

To view the applicant guidance notes, please click here.

Benefits

To learn about the many great benefits of joining the Education Authority, click here.

The Education Authority is an Equal Opportunities Employer