Senior Clerical Officer in Belfast

Primary Location: Antrim-Belfast-Glenveagh Special School

Contract Type: Permanent

Duration of Contract/Contract End Date: N/A

Status: Part-Time

Contract Options: All Year Round (E.g. 52 week contract)

Hours per Week: Week 1: 18.5 hours per week, Week 2: 12.5 hours per week

Working Pattern: Week 1: Monday: 8.30 - 3.30, Thursday: 8.30 - 3pm, Friday: 8.30 - 3pm; Week 2: Monday: 8.30 - 3.30, Friday: 8.30 - 3pm

Grade/Scale: Senior Clerical Officer | NJC pt 11 - 14 | £14.9917 - £15.7367 per hour

JOB DESCRIPTION

POST TITLE: Senior Clerical Officer

LOCATION: Name of school

RESPONSIBLE TO: The School Principal

RESPONSIBLE FOR: Maximum of five staff.

JOB PURPOSE: To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors and assist with the organisation and management of the school office.

MAIN DUTIES AND RESPONSIBILITIES:

• Supervision: Allocate, control and monitor work of appropriate staff. Identify and provide on the job training to appropriate staff.
• General Administrative Processes and Records: Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors. Develop, maintain and 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. Contact with relevant personnel to receive and provide information.
• Purchasing and Supplies Administration: Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources. Stock control of resources. Arrange for the maintenance of equipment in association with other school and board staff.
• 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. Sort, screen and distribute all mail. Ensure the secure storage of valuable items and confidential documentation. Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions. Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff within the school. Communicate on a regular basis with professional staff from outside agencies. Keep staff, pupils and parents informed of matters relating to school activities. Service meetings and draft minutes as required.
• Other duties: Assist work placement students with practical tasks and assignments within the school office. Such other duties as may be assigned within the level of the job.

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.

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.

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.

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.

• Qualifications/Experience: Have either (A) or (B): (A) 5 GCSE’s (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications. PLUS 1 year’s experience in an administrative/clerical role in a busy office environment. OR (B) A minimum of 3 years’ experience in an administrative/clerical role in a busy office environment. PLUS Have a minimum of 6 months experience in the management and supervision of staff. Demonstrable experience of purchasing and supplies administration.
• Skills / Abilities: Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.

SECTION 2 - ESSENTIAL CRITERIA: The following are additional essential criteria which will be measured during the interview/selection stage.

• Knowledge: Evidence of knowledge of the requirements of a Senior Clerical Officer and general office administrative processes and records.
• Skills / Abilities: Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines. Evidence of a customer focused approach to work. Demonstrable people management and team skills to successfully motivate and manage others. Evidence of sound interpersonal and communication skills.
• Values Orientation: Evidence of how your experience and approach to work reflect EA’s/the School’s Values/ethos.

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.

• Experience: Previous experience of working in an administrative role within a school environment. Experience of operating schools-based computer applications/systems within a school setting (e.g. C2K 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.