Clerical Officer

Education Authority; Antrim; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading educational institution in Northern Ireland is seeking a Clerical Officer to provide essential administrative support to the Principal and staff. The role involves managing records, financial transactions, and providing secretarial assistance. Candidates should possess strong organizational skills and proficiency in Microsoft Office. This position offers an opportunity to contribute to a collaborative educational environment.

Qualifications

• Minimum of five GCSE passes including English Language and Mathematics.
• Proficiency in Microsoft Office applications.

Responsibilities

• Provide administrative, clerical, and secretarial support.
• Operate manual and computerised information systems.
• Receive, receipt, and account for all cash.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Proficiency in PowerPoint

Proficiency in Outlook

Effective time management

Organisational skills

Customer-focused approach

Interpersonal skills

Communication skills

Education

Five GCSE passes (Grades A*-C)

Job description

JOB DESCRIPTION

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 related to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
• Complete and submit all required returns/records.
• Operate requisitioning procedures including ordering, purchasing, receiving, checking, storage, and distribution of resources.

Finance

• Receive, receipt, and account for all cash.
• Bank monies and maintain banking records.
• Assist relevant personnel with financial procedures.

Reception, Secretarial, and Secretariat

• Operate the telephone/switchboard, receive visitors, and provide hospitality as needed.
• Provide word processing/typing, filing, duplication, and photocopying support, including use of email, intranet, and internet facilities where appropriate.
• Sort, screen, and distribute all mail.
• Ensure the secure storage of valuable items and confidential documents.
• Maintain diaries, arrange appointments and meetings, and provide secretarial support to staff.
• Service meetings and draft minutes as required.

Other Duties

• Assist work placement students with practical tasks and assignments within the school office where appropriate.
• Perform other duties of a similar nature and appropriate to the grade as assigned.

This job description is subject to review and is not rigid; it provides guidelines within which the individual works. The post-holder is also expected to promote good relations, equality of opportunity, and adhere to equality legislation at all times. For terms and conditions, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

• Clearly demonstrate on your application form how you meet each criterion; failure to do so may result in not being shortlisted.
• Meet the criteria by the closing date unless specified otherwise.
• The selection process will measure the criteria outlined below.
• The panel reserves the right to shortlist only those most suited for the role and to apply desirable criteria as needed.

SECTION 1 - ESSENTIAL CRITERIA

Measured at shortlisting and possibly during interview. Make sure to demonstrate how you meet these criteria.

• Qualifications/Experience: Hold a minimum of five GCSE passes (Grades A*-C) including English Language and Mathematics, or equivalent or higher qualifications.
• Skills/Abilities: Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

SECTION 2 - ADDITIONAL ESSENTIAL CRITERIA

Measured during interview. Demonstrate:

• Knowledge of clerical duties and administrative processes.
• Effective time management and organisational skills.
• Customer-focused approach and ability to work independently and as part of a team.
• Sound interpersonal and communication skills.
• Alignment with the school's values and ethos, including commitment to inclusive education.

SECTION 3 - DESIRABLE CRITERIA

May influence shortlisting. Demonstrate:

• Previous experience in a school administrative role.

DISCLOSURE OF CRIMINAL BACKGROUND

Involves an Enhanced Disclosure if working with children or in regulated activity. You will bear the cost. Further info at NI Direct or the Department of Justice.

APPLICANT GUIDANCE

Guidance notes and benefits info available via links. The Education Authority is an Equal Opportunities Employer.