Senior Clerical Officer

Education Authority; Armagh; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading education authority seeks a Senior Clerical Officer to provide administrative support in a busy school office. The role involves supervising staff, managing clerical tasks, and ensuring efficient office operations. Candidates should have relevant experience in a school environment and strong organizational skills.

Qualifications

• 2 years experience in an administrative/clerical role in a busy school office environment.
• 2 years experience operating school-based systems (C2K and SIMS).
• Knowledge of the requirements of a Senior Clerical Officer.

Responsibilities

• Provide administrative, clerical, and secretarial support to the Principal and staff.
• Allocate, control, and monitor work of appropriate staff.
• Oversee requisitioning procedures and maintain stock control.

Skills

Planning

Organisational

Communication

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 computerized information systems related to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
• Complete and submit all required returns/records.
• Communicate with relevant personnel to receive and provide information.

Purchasing and Supplies Administration

• Oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage, and distribution of resources.
• Maintain stock control of resources.
• Arrange for equipment maintenance in coordination with other school and board staff.

Finance

• Receive, receipt, and account for all cash.
• Bank monies and maintain banking records.
• Assist with financial procedures and communicate with relevant personnel.

Reception, Secretarial, and Secretariat

• Operate the telephone/switchboard, receive visitors, and provide hospitality as needed.
• Provide word processing, typing, filing, duplication, and photocopying support, including use of email, intranet, and internet facilities where appropriate.
• Sort, screen, and distribute mail.
• Ensure secure storage of valuables and confidential documents.
• Draft correspondence, manage guest lists, issue invitations, and prepare tickets and programs for school functions.
• Maintain diaries, arrange appointments and meetings, and provide secretarial support to staff.
• Communicate regularly with external agencies such as medical personnel and 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 within the school office, where appropriate.
• Perform other duties of a similar nature and appropriate to the grade as assigned.

It is acknowledged that this generic job description is not subject to appeal and will be reviewed as circumstances change. The post-holder is also expected to promote good relations, equality of opportunity, and adhere to equality legislation at all times.

For the terms and conditions, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

• Demonstrate on your application how you meet each criterion; failure to do so may result in not being shortlisted.
• Ensure you meet the criteria by the closing date.

SECTION 1 - ESSENTIAL CRITERIA

• 2 years experience in an administrative/clerical role in a busy school office environment.
• 2 years experience operating school-based systems (C2K and SIMS).

SECTION 2 - ESSENTIAL CRITERIA (interview stage)

• Knowledge of the requirements of a Senior Clerical Officer and administrative processes.
• Proven planning, organisational, and communication skills.

SECTION 3 - DESIRABLE CRITERIA

• 3 years experience in a school administrative role.

DISCLOSURE OF CRIMINAL BACKGROUND

Involves 'regulated activity' with children or young people. An enhanced disclosure will be required for appointment, with costs borne by the applicant. Further info at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

Click here for guidance notes and benefits of joining the Education Authority.

The Education Authority is an Equal Opportunities Employer