Clerical Officer

Overview

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, see the Education Authority information.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

SECTION 1 – ESSENTIAL CRITERIA

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

Factor Essential Criteria Method of Assessment Qualifications/ Experience

Have either (A) or (B)

(A) Hold a minimum of five GCSE passes (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications

OR

(B) Have a minimum of two years’ demonstrable experience in an administrative/clerical role

Shortlisting by Application Form

Skills / Abilities Competent in Microsoft Office (Word, Excel, Outlook) and general office equipment.

Shortlisting by Application Form

SECTION 2 – ESSENTIAL CRITERIA

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

Factor Essential Criteria Method of Assessment Knowledge

Evidence of knowledge of:

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

Interview

Skills / Abilities

• Strong written and verbal communication skills.
• Ability to liaise professionally with staff, pupils, parents, and external agencies.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Excellent time management and ability to prioritise workload in a fast-paced environment.

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.

Factor Desirable Criteria Method of Assessment

Experience

1 year\’s experience in a school office

Proficient in using SIMS for pupil data management

Experience with C2k systems for school communications and IT support.

Skilled in using iProcurement systems for ordering and financial tracking.

Familiarity with school payment applications (e.g., SchoolMoney, ParentPay).

Experience in handling school finances, including invoice processing, petty cash management, and budget support.

Experience managing a reception area, including visitor sign-in procedures, safeguarding protocols, and front-of-house communication.

Shortlisting by Application Form

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.

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

The Education Authority is an Equal Opportunities Employer