Executive Assistant jobs in United Kingdom

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.

• Supervision
  • Allocate, control and monitor work of appropriate staff.
  • Identify and provide on the job training to appropriate staff.
• 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 information (e.g., medical personnel, social services 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).
  • Such other duties as may be assigned within the level of the job.

Note: This generic job description is not subject to appeal and may be reviewed in light of changing circumstances. It is intended to provide guidelines within which the individual works. Other duties of a similar nature 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 to equality legislation at all times.

To view the summary of terms and conditions for this post, please refer to the appropriate page.

Notes to job applicants

• You must clearly demonstrate on your application form how, and to what extent you meet the required criteria for both essential and desirable criteria where relevant.
• You must demonstrate how you meet the criteria by the closing date for applications unless stated 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 and the information provided in your application form.
• The Selection Panel reserves the right to shortlist only those applicants who best meet the criteria for the role.
• If there is a large number of applications, the panel may apply desirable criteria at shortlisting in the order listed. Please demonstrate how you meet any desirable criteria in your application.

The following are essential criteria which will be measured at the shortlisting stage and may be explored further during interview. Please clearly show how you meet these criteria on your application form. Failure to do so may result in not being shortlisted.

• Qualifications/Experience
  • Have either (A) or (B): (A) 5 GCSEs (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications, PLUS 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 PLUS a minimum of 6 months experience in the management and supervision of staff. Demonstrable experience of purchasing and supplies administration.
• Skills
  • Evidence of proficiency in the use of computer packages, including Microsoft Word, Excel, PowerPoint and Outlook.

The following essential criteria will be measured during the interview/selection stage.

• Knowledge
  • Understanding of the requirements of a Senior Clerical Officer.
  • General office administrative processes and records.
  • Experience with school-based computer applications/systems within a school setting (e.g., C2K SIMS).
• Skills / Abilities
  • Proven effective planning and organisational skills with ability to work under pressure to meet deadlines.
  • Customer-focused approach to work.
  • People management and team skills to motivate and manage others.
  • Sound interpersonal and communication skills.
• Values Orientation
  • Evidence of how your experience and approach to work reflect the School’s values and ethos.

Desirable criteria may be applied to determine a manageable pool of candidates. Apply and demonstrate how you meet the desirable criteria on your application.

• Experience
  • Previous experience in an administrative role within a school environment.
  • Experience using Schoolcomms payment and communication software.

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people as ‘regulated activity’.

If you are recommended for appointment to a post that involves ‘regulated activity’, the Education Authority will undertake an Enhanced Disclosure of Criminal Background. Applicants will be required to meet the cost of the Enhanced Disclosure Certificate at pre-employment stage.

Further information can be accessed from NI Direct or the Department of Justice.

To view the applicant guidance notes, please refer to the indicated link. To learn about benefits of joining the Education Authority, please refer to the indicated link.

The Education Authority is an Equal Opportunities Employer.