Clerical Officer

Education Authority - Northern Ireland; Bangor; On-site; GBP 20,000 - 24,000; Full time

Job summary

A regional education authority in Bangor is seeking a Clerical Officer to provide essential administrative support within a school environment. The successful candidate will have five GCSE passes including English Language and Mathematics, strong proficiency in Microsoft Office tools, and excellent organizational and communication skills. This full-time position requires effective management of administrative tasks and customer interactions, contributing to a positive educational environment.

Qualifications

• Minimum of five GCSE passes (Grades A–C) including English Language and Mathematics or equivalent qualifications.
• Evidence of proficiency in the use of computer packages to include Microsoft Word, Excel, PowerPoint and Outlook.
• Knowledge of clerical officer responsibilities.
• Experience in an administrative role within a school environment (desirable).

Responsibilities

• Provide administrative clerical and secretarial support to the Principal and school staff.
• Operate office information systems and maintain records.
• Assist with financial transactions and banking records.
• Manage reception duties and communication with visitors.

Skills

Effective time management

Organizational skills

Customer-focused approach

Interpersonal skills

Communication skills

Education

Five GCSE passes including English Language and Mathematics

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

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. It is important therefore that you also clearly demonstrate on your application form how you meet any desirable criteria.

SECTION 1 - ESSENTIAL CRITERIA

The following are essential criteria which will initially be measured at the shortlisting stage and may also be further explored during the interview / selection stage.

• Hold a minimum of five GCSE passes (Grades A‑C) including English Language and Mathematics or equivalent qualifications, or have a minimum of three years demonstrable experience in an administrative/clerical role.
• Evidence of proficiency in the use of computer packages to include 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

• Knowledge of the requirements of a Clerical Officer.
• General office administrative processes and records.

Skills / Abilities

• 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.

Values Orientation

Evidence of how your experience and approach to work reflect the schools values / ethos. You will find information about the schools 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.

• Experience of working in an administrative role within a school environment.

Disclosure of criminal background: The Education Authority will undertake an Enhanced Disclosure of Criminal Background if required.

Applicant guidance notes: To view the applicant guidance notes please click here. To learn about the many great benefits of joining the Education Authority click here.

The Education Authority is an Equal Opportunities Employer.

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 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

• 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.

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.

OR

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. Duties will normally be provided by the school. Where necessary alternative work and/or training will be provided by the Authority at any other such place of employment as may be reasonably required.

OR

Option 3: To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.

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.

Required Experience: Unclear Seniority

Key Skills

CCTV, Federal Agencies, Customer Service, Clearance, Facility, Suspicious Activity, Property Damage, Public Safety, Daily Operations, Professional Development, Access Control, Communication, General Public, Procedures, Powerpoint

Employment Type

Full Time

Experience

years

Vacancy

1