Clerical Officer Full TIme

Education Authority - Northern Ireland; Belfast; On-site; GBP 20,000 - 30,000; Full time

Job summary

A regional educational organization in Northern Ireland seeks a Clerical Officer to provide crucial administrative support to the Principal and staff. Responsibilities include managing office processes, operating computer systems, handling financial records, and assisting with general clerical tasks. The ideal candidate must hold five GCSEs, including English and Maths, or have three years' administrative experience. Effective communication and organizational skills are essential for success in this role.

Responsibilities

• Provide clerical support to the Principal and staff.
• Operate information systems for effectively managing school operations.
• Handle cash and maintain banking records.
• Provide reception and secretarial services.
• Assist and supervise placement students in office tasks.

Skills

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Proficiency in Microsoft PowerPoint

Proficiency in Microsoft Outlook

Effective time management

Organizational skills

Interpersonal skills

Communication skills

Education

Five GCSE passes (including English Language and Mathematics)

Three years experience in an administrative role

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 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 toshortlist only those applicants that it believes most strongly meet thecriteria for the role.
• In the event of an excessive number of applications the Selection Panel also reserves the right to apply any desirable criteria asoutlined 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 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 Assessment

Qualifications / Experience

Hold either (A) or (B) :

(A) Hold a minimum of five GCSE passes (Grades A

• C) including English Language and Mathematicsor equivalent or higher level qualifications

OR

(B) 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

The following are additional essential criteria which will be measured during the interview / selection stage.

Factor

Essential Criteria

Method of Assessment

Knowledge

Evidence of knowledge of :

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

Interview

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

Interview

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

Interview

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

Factor

Desirable Criteria

Method of Assessment

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 appointed 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 Director 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

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.

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. However 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.

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.

Required Experience :

Unclear Seniority

Key Skills

Abinitio,Administration And Accounting,Android,Bid Management,Inventory Management,Embedded C

Employment Type :

Full-Time

Experience :

years

Vacancy :

1