Clerical Officer - Registry

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

Job summary

A public educational organization located in Armagh is seeking a Clerical Officer to provide reception and administrative support. The role involves managing switchboard services, assisting with mailing systems, and providing excellent customer service. Candidates must have at least five GCSE passes, including English and Mathematics, along with administrative experience. This position offers a dynamic work environment in a dedicated public service team.

Qualifications

• Demonstrated experience in an administrative/clerical role within an office environment.
• Knowledge of Clerical Officer requirements in a reception environment.
• Experience with customer care and general office duties.

Responsibilities

• Provide an effective reception/switchboard service.
• Assist with internal and external mail systems.
• Support management with administrative tasks.
• Maintain booking systems for meeting rooms.

Skills

Organizational skills

Effective teamwork and communication

Customer-focused approach

Problem-solving initiative

Excellent ICT skills

Education

Five GCSE passes including English Language and Mathematics

Tools

Microsoft Office Suite

Job description

Overview

JOB DESCRIPTION

REPORTS TO: Executive Officer

LOCATION: This post is primarily based at the Armagh site, 3 Charlemont Place, The Mall, Armagh, BT61 9AX, however duties may be required at other centres.

RESPONSIBLE FOR: Providing a professional customer focused service in Customer Support Services to include Reception.

JOB PURPOSE

• Provide an efficient and effective reception/switchboard service.
• Assist in the provision of an efficient and effective internal and external mailing system.
• Provide administrative support to Management.
• Assist in the provision of an efficient and accurate room booking system for facilities within the estate.

Main duties and responsibilities

• Reception – Be the first point of contact for visitors, provide responses to routine queries, and record messages accurately; offer advice and support for internal and external queries from visitors and staff; sort, screen, date stamp, record and distribute incoming mail/deliveries; perform announcements on the telephone network; deliver a professional, customer focused service.
• Switchboard – Be the first point of contact on switchboard and manage all incoming and outgoing calls, dealing with routine queries and recording messages accurately; report system faults to Management; deliver a switchboard service that meets customer needs.
• Mail and Parcel/Package Delivery – Sort, screen, date stamp, record and distribute incoming mail/deliveries; prepare outgoing mail; handle procedures for receipt of parcel deliveries.
• Booking of Rooms – Provide an effective system for booking meeting and training rooms; liaise with Building Supervisor and Canteen Staff; report difficulties with bookings to Management.
• Secretarial Assistance – Provide administrative duties for the full range of services within Customer Support Services as required; use ICT packages (Word Processing, Spreadsheets, Databases, Outlook, Microsoft Teams) and the telephone system; update and maintain a Database and Spreadsheet of EA staff; assist with issue of Access Control/Identification Passes for EA staff.
• Other Duties – Undertake relevant training as requested; undertake any other duties as required by the Head of Service; promote and adhere to the values/ethos of the Education Authority; take a responsive and customer focused approach to work.

This job description will be reviewed in light of changing circumstances and is not rigid; it provides guidelines within which the individual works. Other duties of a similar nature 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, please note the relevant information will be provided during the process.

Person specification

NOTES TO JOB APPLICANTS

1. Demonstrate on your application how you meet the essential and desirable criteria; failures may affect shortlisting.

2. Demonstrate how you meet criteria by the closing date unless stated otherwise.

3. Criteria will be measured as indicated in the application process.

4. Shortlisting will be based on essential criteria; additional desirable Criteria may be considered.

5. The Selection Panel reserves the right to shortlist only those applicants who most strongly meet the criteria.

6. If applications are excessive, desirable criteria may be applied to narrow the pool.

Section 1 - Essential Criteria

The following essential criteria will be measured at shortlisting and may be explored during interview. Include evidence on your application form for both essential criteria and, where relevant, desirable criteria.

The following are essential criteria for qualifications/experience:

Hold five GCSE passes (grades A*-C) or equivalent or higher including English Language and Mathematics and have administrative/clerical experience in an office environment including general office duties, word processing, computer use and customer care; or have three years’ administrative/clerical experience in an office environment including general office duties, word processing, computer use and customer care.

Section 2 - Essential Criteria

Knowledge of the requirements of a Clerical Officer within a registry/switchboard/reception environment; knowledge of the functions of the Education Authority.

Skills/Abilities: Ability to organise a busy workload, flexibility to changing demands, effective teamwork and communication, initiative to solve problems, customer focused approach, and excellent ICT skills.

Values Orientation: Evidence of alignment with EA values and commitment to equality and service excellence.

Section 3 - Desirable Criteria

Experience of working in a registry/switchboard/reception environment.

Disclosures

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people as regulated activity. If appointed to a post involving regulated activity, an Enhanced Disclosure of Criminal Background will be required. The candidate will be responsible for the cost of the Enhanced Disclosure Certificate. Details will be provided at pre-employment.

Further information can be accessed at NI Direct or the Department of Justice.

Applicant guidance

To view applicant guidance notes and benefits of joining the Education Authority, see the relevant information provided during the process.

The Education Authority is an Equal Opportunities Employer.