Senior Clerical Officer - Education Welfare Service

Primary Location: Tyrone-Dungannon-PBSP Tamnamore EOTAS

Contract Type: Permanent

Duration of Contract/Contract End Date: N/A

Status: Full-Time

Hours per Week: 36 hours per week

Working Pattern: Monday - Friday

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

JOB DESCRIPTION

RESPONSIBLE TO: Executive Officer

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
• Other users of the service
• Other agencies as appropriate

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, fax, intranet and internet facilities.
• To supervise clerical officers within the section in the absence of the executive officer ensuring that work is produced to the agreed standards.
• To provide advice and assistance to Education Authority officers, customers, the public and other professionals in respect of agreed aspects of the service and as directed by the executive officer or senior executive officer.
• To support the executive officer in undertaking qualitative and quantitative research and investigations as required by senior officers with the education department.
• To assist in the collation of factual data and statistical information from various sources in order to support the work of identified senior Education Authority officers within the service.
• To prepare letters, minutes, notes and other clerical support to officers as appropriate and as directed by the executive officer.
• To assist in the preparation of materials for courses as appropriate.
• To process claims and invoices for payment in accordance with agreed Education Authority procedures.
• To use initiative, tact and diplomacy in responding to queries, issues and problems which arise within the section in the absence of the executive officer and senior executive officer.
• To disseminate information as appropriate both within the service, other sections within the education department and the Education Authority.
• To deal with written and verbal communications, including telephone enquiries received within the service.
• To order and monitor supplies of stationery and office requisitions for all staff within the section.
• To organise meetings on behalf of senior Education Authority officers and to assist in the administrative support associated with arranging courses and conferences.
• To be responsible for maintaining efficient recording and filing systems within the service as directed by the executive officer.
• To undertake other duties appropriate to the grade as may from time-to-time be required by the head of section.

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.
• 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.

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.

• Hold five GCSE passes (Grades A*-C) or equivalent or higher and have one year’s administrative/clerical experience in an office environment including general office duties, word processing and practical use of computers OR Have 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

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

• 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

Knowledge

• Evidence of knowledge of the requirements of a Senior Clerical Office
• General office administrative processes and records

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.

• Hold GCSE pass (grade A*-C) or equivalent or higher in Mathematics
• Hold GCSE pass (grade A*-C) or equivalent or higher in English

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.

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.