Senior Clerical Officer

TN United Kingdom; Ballymoney; On-site; GBP 20,000 - 30,000; Full time

Job summary

An established educational institution is seeking a dedicated Administrative Assistant to provide essential clerical and secretarial support. This role involves managing records, overseeing purchasing procedures, and ensuring smooth communication within the school. Ideal candidates will possess strong organizational and communication skills, with a focus on maintaining efficient administrative processes. Join a supportive team where your contributions will directly impact the school's operations and student experience, making a meaningful difference in the educational environment.

Qualifications

• Experience in providing administrative and clerical support in an educational setting.
• Ability to maintain and operate information systems effectively.

Responsibilities

• Provide clerical and secretarial support to school staff and Board of Governors.
• Manage requisitioning procedures and stock control of resources.

Skills

Administrative Support

Clerical Skills

Secretarial Skills

Communication

Organizational Skills

Education

High School Diploma

Relevant Administrative Qualification

Tools

Microsoft Office Suite

Telephone Systems

Email Systems

Job description

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JOB PURPOSE

To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors and assist with the organisation and management of the school office.

MAIN DUTIES AND RESPONSIBILITIES

Supervision

• Allocate, control and monitor work of appropriate staff.
• Identify and provide on the job training to appropriate staff.

Note: This is a discretionary element of the job description. The grade may be awarded if supervision is not a component of the post.

General Administrative Processes and Records

• Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors.
• Develop, maintain and 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.
• Contact with relevant personnel to receive and provide information.

Purchasing and Supplies Administration

• Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
• Stock control of resources.
• Arrange for the maintenance of equipment in association with other school and board staff.

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.
• Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.
• Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff within the school.
• Communicate on a regular basis with professional staff from outside agencies to receive and provide information (e.g., medical personnel, social services agency personnel).
• Keep staff, pupils and parents informed of matters relating to school activities.
• Service meetings and draft minutes as required.

Other duties

• Assist work placement students with practical tasks and assignments within the school office (where appropriate).
• Perform other duties as may be assigned within the level of the job.

It is acknowledged that the contents of this generic job description are not subject to appeal.