Receptionist

Education Authority; Bangor; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player in education is seeking a Senior Clerical Officer to provide vital administrative support to the school. This role encompasses a variety of responsibilities, from managing clerical tasks and maintaining information systems to overseeing staff and ensuring smooth operations within the school office. The ideal candidate will be proficient in Microsoft Office and possess strong organisational and interpersonal skills. This is an exciting opportunity to contribute to a dynamic educational environment where your efforts will directly impact the school's success and community engagement.

Qualifications

• 5 GCSEs including English and Maths or 3 years admin experience.
• Proficiency in Microsoft Office Suite is essential.

Responsibilities

• Provide clerical support to the Principal and staff.
• Develop and maintain information systems for school operations.
• Manage requisitioning procedures and stock control.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Customer-focused approach

Interpersonal skills

Organisational skills

Time management skills

People management

Education

5 GCSEs (A*-C) including English and Maths

3 years’ administrative experience

6 months’ staff management experience

Tools

C2K SIMS

Job description

JOB DESCRIPTION

POST TITLE: Senior Clerical Officer

LOCATION: Name of school

RESPONSIBLE TO: The School Principal

RESPONSIBLE FOR: Maximum of five staff (see paragraph 1 below).

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 support for 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 services for all staff within the school.
• Communicate regularly with professional staff from outside agencies to receive and provide information (e.g., medical personnel, social services).
• Keep staff, pupils and parents informed of 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 assigned within the level of the job.

FLEXIBLE WORKING OPTIONS AVAILABLE

OPTION 1: You are required to be on duty during school term plus two additional weeks. The timing of these weeks is at the Principal's discretion.

OR

OPTION 2: You are required to work during the contracted weekly hours, including periods of school closure except when on leave. Alternative work/training may be provided as needed.

OR

OPTION 3: Same as Option 2, with the possibility to request unpaid leave during extended holidays or closures.

This job description is subject to review and may be amended to reflect changing circumstances. Other duties of a similar nature may be assigned as appropriate.

In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity, and adhere to equality legislation.

For the terms and conditions, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

• Clearly demonstrate on your application how you meet each criterion; failure to do so may result in not being shortlisted.
• Meet the criteria by the application deadline unless specified otherwise.
• The selection process and criteria measurement are outlined below.
• Shortlisting will be based on the application form; the panel may apply desirable criteria if needed.

SECTION 1 - ESSENTIAL CRITERIA

Measured at shortlisting and possibly during interview:

• Qualifications/Experience: Either (A) 5 GCSEs (A*-C) including English and Maths, plus 1 year’s administrative experience; or (B) 3 years’ administrative experience plus 6 months’ staff management experience, and purchasing experience.
• Skills/Abilities: Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

SECTION 2 - ESSENTIAL CRITERIA

Measured during interview:

• Knowledge of the requirements of a Senior Clerical Officer and administrative processes.
• Effective planning, organisational, and time management skills.
• Customer-focused approach.
• People management and team motivation skills.
• Interpersonal and communication skills.

SECTION 3 - DESIRABLE CRITERIA

May be considered for shortlisting:

• Experience in a school environment.
• Experience with school-based computer systems (e.g., C2K SIMS).

DISCLOSURE OF CRIMINAL BACKGROUND

Enhanced Disclosure required if involved in regulated activity, with costs borne by the applicant.

APPLICANT GUIDANCE NOTES

Guidance notes and benefits information available via links.

The Education Authority is an Equal Opportunities Employer