Senior Clerical Officer

Education Authority; Omagh; On-site; GBP 21,000 - 22,000; Part time

Job summary

Education Authority in Tyrone/Omagh seeks a part‑time Senior Clerical Officer to provide high‑quality administrative and secretarial support to the Principal, staff and Board of Governors.

You will manage clerical duties across school office operations, including financial administration, procurement, reception and records, while coordinating with multiple departments. The role requires supervisory experience and a commitment to efficient, confidential service.

Qualifications

• Have either (A) 5 GCSEs (A*-C) including English Language and Mathematics, or equivalent or higher level qualifications.
• 1 year’s experience in an administrative/clerical role in a busy office environment OR (B) a minimum of 3 years’ experience in an administrative/clerical role in a busy office environment with at least 6 months supervision.
• Demonstrable experience of purchasing and supplies administration.

Responsibilities

• Provide administrative, clerical and secretarial support for the Principal, school staff and Board of Governors.
• Develop, maintain and operate information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, recruitment, transport, etc.
• Handle reception, telephone and correspondence, draft letters and manage diaries; organise meetings and provide secretarial support for staff.

Skills

Supervision

Planning

Interpersonal skills

Customer focus

Organisational skills

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Education

GCSEs (A*-C) incl English & Maths

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

C2K SIMS

Bromcom

Job description

Job Reference: 26008019)Primary Location : Tyrone-Omagh-Arvalee School and Resource CentreContract Type : PermanentDuration of Contract/Contract End Date : N/AStatus : Part-TimeContract Options : Flexible working arrangements available during school holidays (E.g. Option 1, 2, 3)Hours per Week : 13.5Working Pattern : Monday to Friday Monday to Thursday 2.5hours per day, times can be agreed on appointment and Friday 3.5hours times can be agreed on appointmentGrade/Scale : Senior Clerical Officer | NJC pt 11 - 14 | £14.9917 - £15.7367 per hourAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : TBCAdditional Information: Working across both school sites according to needJOB DESCRIPTIONPOST TITLE: Senior Clerical OfficerLOCATION: Name of schoolRESPONSIBLE TO: The School PrincipalRESPONSIBLE FOR: Maximum of five staff (see paragraph 1 below).JOB PURPOSETo 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 RESPONSIBILITIESSupervisionAllocate, 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 RecordsProvide 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 AdministrationOperate/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.FinanceReceive, 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 SecretariatOperate the telephone/switchboard, receive visitors and provide hospitality as required.Provide word processing/typing, filing, duplication and photocopying word processing 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 in order to receive. Provide information e.g. medical personnel, social services agency personnel etc.Keep staff, pupils and parents informed of matters relating to school activities.Service meetings and draft minutes as required.Other dutiesAssist work placement students with practical tasks and assignments within the school officer (where appropriate).Such other duties as may be assigned within the level of the job.FLEXIBLE WORKING OPTIONS AVAILABLEOPTION 1You are required to be on duty during school term plus two additional weeks. The timing of the two additional weeks is at the discretion of the Principal of the school.OROPTION 2You are required to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence. Duties will normally be provided by the school. However, where necessary, alternative work and/or training will be provided by the Authority at any other such place of employment as may be reasonably required.OROPTION 3To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade 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.PERSON SPECIFICATIONNOTES TO JOB APPLICANTSYou must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.The stage in the process when the criteria will be measured is outlined in the table below.Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form how you meet any desirable criteria.SECTION 1 - ESSENTIAL CRITERIAThe following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.Factor Essential Criteria Method of AssessmentQualifications/ ExperienceHave either (A) or (B):(A) 5 GCSE’s (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications.PLUS1 year’s experience in an administrative/clerical role in a busy office environment.OR(B) A minimum of 3 years’ experience in an administrative/clerical role in a busy office environment.PLUSHave a minimum of 6 months experience in the management and supervision of staff.Demonstrable experience of purchasing and supplies administration. Shortlisting by Application FormSkills / AbilitiesEvidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook Shortlisting by Application FormSECTION 2 - ESSENTIAL CRITERIAThe following are additional essential criteria which will be measured during the interview/selection stage.Factor Essential Criteria Method of AssessmentKnowledgeEvidence of knowledge of:The requirements of a Senior Clerical Officer.General office administrative processes and records.InterviewSkills / AbilitiesProven effective planning and organisational skills and an ability to work under pressure to meet deadlinesEvidence of a customer focused approach to workDemonstrable people management and team skills to successfully motivate and manage othersEvidence of sound interpersonal and communication skillsInterviewValues Orientation Evidence of how your experience and approach to work reflect EA’s/the School’s Values/ethos. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.Factor Desirable Criteria Method of AssessmentExperiencePrevious experience of working in an administrative role within a school environmentExperience of operating schools-based computer applications/systems within a school setting (eg C2K SIMS, Bromcom). Shortlisting by Application FormDISCLOSURE OF CRIMINAL BACKGROUNDThe Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.Further information can be accessed at NI Direct or the Department of Justice.