Senior Clerical Officer - Commercial Procurement Service in Armagh

Primary Location: Armagh-Armagh-Armagh Office

Other Locations: Antrim-Belfast-Belfast Office, Down-Dundonald-Dundonald Office, Antrim-Ballymena-Ballee Centre, Tyrone-Omagh-Omagh Office

Contract Type: Permanent

Duration of Contract/Contract End Date: N/A

Status: Full-Time

Hours per Week: 36

Working Pattern: Monday - Friday

Grade/Scale: Senior Clerical Officer | NJC pt 11 - 14 | £28,142 - £29,540 per annum

Additional Allowance(s): Not Applicable

Anticipated Interview Date(s): TBC

Base location to be agreed on appointment.

JOB PURPOSE: To provide efficient and effective administrative, clerical and/or secretarial support to functional and operational staff. The post holder should be capable of working as part of a team, should display commitment, initiative and an ability to handle confidential material. The post holder should be flexible in approach and should be capable of producing high quality administrative support within agreed deadlines.

FUNCTIONAL LINKS WITH:

• Other services within the Education Authority (EA)
• Other users of the service
• Other agencies as appropriate

The post holder will have to maintain a range of contacts within well-defined terms of reference.

MAIN DUTIES AND RESPONSIBILITIES:

• To provide administrative support in relation to all aspects of the work of the section using the full range of IT equipment including word processing/typing, databases, spreadsheets, email, intranet and internet facilities.
• To provide advice and assistance to EA officers, customers, the public and other professionals in respect of agreed aspects of the service and as directed by the Compliance Team Administrative Officer.
• To support the Commercial Procurement Service in undertaking qualitative and quantitative research and investigations as required.
• To assist in the collation of factual data and statistical information from various sources in order to support the work of the Team.
• To prepare letters, minutes, notes and other clerical support as appropriate.
• To assist in the preparation of materials for training courses and process claims and invoices for payment in accordance with agreed EA procedures.
• To use initiative and diplomacy in responding to all communications received.
• To disseminate information as appropriate both within the Team and other sections within Commercial Procurement Service and the EA.
• To deal with written and verbal communications, including telephone enquiries and emails received within the Service.
• To order and monitor supplies of stationery and office requisitions for all staff within the Team.
• To organise meetings on behalf of the Team and to assist in the administrative support associated with arranging courses and conferences for the Service.
• To be responsible for maintaining efficient recording and filing systems within the Team.
• To undertake other duties appropriate to the grade as may from time-to-time be required by the Commercial Procurement Service.

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.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS:

1. 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.
2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. The stage in the process when the criteria will be measured is outlined in the table below.
4. 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.
5. 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.
6. 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.

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.

• Qualifications/Experience: Hold a minimum of five GCSE passes (grades A*-C) or equivalent or higher and have a minimum of one year’s demonstrable administrative/clerical experience in an office environment including general office duties, word processing and the practical use of computers; OR have a minimum of three years’ demonstrable administrative/clerical experience in an office environment including general office duties, word processing and the practical use of computers.

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.

• Knowledge: Evidence of knowledge of the requirements of a Senior Clerical Officer and general office administrative processes and records.
• 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.

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: Demonstrable experience of organising a busy workload and giving attention to detail to produce accurate, high-quality work to deadlines. Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.

Our Values: Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery.

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.