Clerical Officer

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

Job summary

A regional educational organization in Northern Ireland is seeking a Clerical Officer to provide administrative support to the Principal and staff. Responsibilities include managing office systems, handling communications and providing clerical support. Candidates should have five GCSE passes and proficiency in relevant computer software. This position offers a unique opportunity to contribute to a supportive educational environment.

Qualifications

• Minimum five GCSE passes including English Language and Mathematics.
• Proficiency in computer packages including Word, Excel, PowerPoint, and Outlook.
• Effective time management and organisational skills.

Responsibilities

• Provide administrative, clerical, and secretarial support to the Principal.
• Operate computerised information systems for various administrative tasks.
• Manage communications and reception duties.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Proficiency in PowerPoint

Proficiency in Outlook

Effective time management

Organisational skills

Customer focused approach

Teamwork

Interpersonal skills

Communication skills

Education

Five GCSE passes including English Language and Mathematics

Three years' experience in administrative/clerical 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

• 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.

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

Hold 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 role.

Shortlisting by Application Form

Skills / Abilities

Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.

Shortlisting by Application Form

SECTION 2 - ESSENTIAL CRITERIA

Evidence of 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 school’s values/ethos.

SECTION 3 - DESIRABLE CRITERIA

Experience

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

Shortlisting by Application Form

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 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.

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.