Clerical Officer

National Instruments; Newtownards; On-site; GBP 19,000 - 20,000; Part time

Job summary

National Instruments in Down-Newtownards is seeking a part-time Clerical Officer to provide administrative and secretarial support to the Principal and school staff. The role includes reception duties, word processing, records management and basic financial tasks within a busy school office.

The ideal candidate will have five GCSEs including English and Maths or at least three years of admin experience, with strong skills in Word, Excel, PowerPoint and Outlook.

Qualifications

• Hold a minimum of five GCSE passes (A*-C) including English Language and Mathematics.
• Alternative: minimum of three years of demonstrable admin/clerical experience.
• Proficient use of Microsoft Word, Excel, PowerPoint and Outlook.

Responsibilities

• Operate manual and 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.
• Receive, account for all cash and bank monies; maintain banking records.
• Provide word processing/typing, filing, duplication and photocopying support; use e-mail, intranet and internet facilities.

Skills

Word

Excel

PowerPoint

Outlook

Education

Five GCSE passes incl English & Maths

Three years admin/clerical experience

Job description

Job Reference: 26006925)Primary Location : Down-Newtownards-Carrickmannon Primary SchoolContract Type : PermanentDuration of Contract/Contract End Date : n/aStatus : Part-TimeContract Options : All Year Round (E.g. 52 week contract)Hours per Week : 11 hours per weekWorking Pattern : Preferably Monday-Thursday 9am -11:15am, Friday 9am-11am. However, flexibility may be available and alternative working arrangements can be discussed with the successful candidate.Grade/Scale : Clerical Officer | NJC pts 5 - 8 | £13.6288 - £14.2897 per hourAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : to be confirmedAdditional Information: n/aJOB DESCRIPTIONJOB TITLE: Clerical OfficerREPORTS TO: The PrincipalJOB PURPOSETo provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors.MAIN DUTIES AND RESPONSIBILITIESGeneral Administrative Processes and RecordsOperate 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.FinanceReceive, 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 SecretariatOperate 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 requiredOther DutiesAssist 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.PERSON SPECIFICATIONNOTES TO JOB APPLICANTSYou 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 should clearly demonstrate this for both the essential and desirable criteria, where relevant.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 CRITERIAThe 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.Factor Essential Criteria Method of AssessmentQualifications/ ExperienceHold a minimum of five GCSE passes (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications OR have a minimum of three years’ demonstrable experience in an administrative/clerical roleShortlisting by Application FormSkills / AbilitiesEvidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and OutlookShortlisting by Application FormSECTION 2 - ESSENTIAL CRITERIAThe following are additional essential criteria which will be measured during the interview/selection stage.Factor Essential Criteria Method of AssessmentKnowledgeEvidence of knowledge of:The requirements of a Clerical Officer.General office administrative processes and records.InterviewSkills / AbilitiesProven effective time management and organisational skillsEvidence of a customer focused approach to workAbility to work effectively as a team member and also independentlyEvidence of sound interpersonal and communication skillsInterviewValues OrientationEvidence of how your experience and approach to work reflect the school’s values/ethos.The Education Authority is an Equal Opportunities Employer