Clerical Officer

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

Job summary

A regional education provider in Northern Ireland is seeking a Clerical Officer to provide comprehensive administrative, clerical, and secretarial support to the Principal and school staff. The role requires at least five GCSE passes, including English and Mathematics, or three years of relevant administrative experience. Responsibilities include operating information systems, managing financial records, and ensuring effective communication within the school environment. This position offers an opportunity to work in a supportive educational setting.

Qualifications

• Minimum of five GCSE passes including English Language and Mathematics.
• Proven experience in administrative or clerical role.

Responsibilities

• Provide administrative and clerical support to the Principal.
• Operate manual and computerised information systems.
• Manage cash and banking records.
• Assist with filing, duplication, and sorting mail.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Proficiency in PowerPoint

Proficiency in Outlook

Effective time management

Organisational skills

Interpersonal skills

Communication skills

Teamwork

Education

Five GCSE passes (Grades A*-C)

Minimum three years in administrative role

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 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 большая

• 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.

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, click here.

PERSON SPECIFICATION

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.

• Have either (A) or (B)
  গল্প (A) Hold a minimum of five GCSE passes (Grades A*–C) including English Language and Mathematics, or equivalent or higher level qualifications.
  
  (B) Have a minimum of three years’ demonstrable experience in an administrative/clerical role.
• 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 of:
  
  • The requirements of a Clerical Officer.
  • General office administrative processes and records.
• Proven effective time management and organisational skills.
• Evidence of a customer‑focused approach to work.
• Ability to work effectively as a team member and also independently.
• Evidence of sound interpersonal and communication skills.
• 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.

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 každý extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

• Experience: Have previous experience of working in an administrative role within a school environment.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or কৰা specified places as ‘regulated activity’.

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. 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.

The Education Authority is an Equal Opportunities Employer.