Senior Clerical Officer

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

Job summary

An established industry player is seeking a dedicated Administrative Assistant to support the Principal and school staff in managing office operations. This role involves a variety of tasks including clerical support, financial procedures, and maintaining information systems. You will be the backbone of the school office, ensuring smooth communication and efficient administration. If you are organized, detail-oriented, and passionate about contributing to an educational environment, this position offers a great opportunity to make a difference in the lives of students and staff alike.

Qualifications

• Experience in providing administrative and clerical support.
• Ability to manage information systems and maintain records.

Responsibilities

• Provide administrative support to Principal and staff.
• Manage purchasing and supplies for the school.

Skills

Administrative Support

Clerical Skills

Communication Skills

Organizational Skills

Financial Procedures

Education

High School Diploma

Relevant Administrative Qualification

Tools

Microsoft Office Suite

Telephone/Switchboard 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 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

• Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage, and distribution of resources.
• Manage stock control of resources.
• Arrange for the maintenance of equipment in collaboration 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 required.
• Perform word processing, typing, filing, duplication, and photocopying, including the use of email, intranet, and internet facilities where appropriate.
• Sort, screen, and distribute all mail.
• Ensure the secure storage of valuables and confidential documents.
• Draft correspondence, update guest lists, issue invitations, and prepare tickets and programmes for school functions.
• Maintain diaries, arrange appointments and meetings, and provide secretarial support for all staff.
• Communicate regularly with external agencies, such as medical personnel and social services, to exchange information.
• Keep staff, pupils, and parents informed about 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 scope of the job.

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

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Created on 02/05/2025 by TN United Kingdom