Clerical Assistant

at  Fife Council

JOB DETAILS

• We are looking for a highly skilled and committed Clerical Assistant to join our Admin Team.
• As a Clerical Assistant, you will work under the direction and supervision of the Admin Coordinator or Business Manager.

As a Clerical Assistant, you may be required to:

• Maintain and analyse the schools Management Information System, including the production of registers and maintenance of pupil records e.g. admissions, leavers, new enrolments, pupil attendance, staff records and sickness absence details.
• Provide/oversee an effective and customer focused enquiry/reception service for all visitors, teachers, pupils, staff and parents as required.
• Capture and communicate information accurately.
• Enrolling pupils onto Scottish Qualification Authority (SQA), updating and maintaining pupil information to ensure exam entry, planning and timetabling.
• Issuing regular SQA reports to Principal Teachers, and parents throughout the academic year to ensure accurate data and reporting.
• Timeous completion of various corporate and external returns i.e. SQA reporting, inventories and school survey outcomes.
• Maintain financial systems including ordering, receipting, resolving queries, running reports, journals etc. and general financial housekeeping at the end of each financial period.
• Assist with all operational aspects of the School Fund and Purchasing Card accounts (petty cash), ensuring reconciliation with bank accounts and annual end of year income.
• Ensure timeous checking and reconciliation of pay data with financial information systems, taking effective corrective action.
• Resolve all queries, and produce relevant reports, including expenditure reports for audit purposes
• Manage/schedule all school specific calendars.
• Maintain the Parents Evening System including liaising with Principal Teachers to set parameters for timings and producing a school plan for the event.
• Assist in the staff supply cover arrangements by processing requests through the supply messaging system.
• Ensure that an up to date knowledge and skills base is maintained in order to use a wide variety of internal and external IT systems ensuring a consistently high standard of accuracy.

The Education & Children’s Services Directorate is committed to Improving Life Chances for All through a wide range of direct services which support our children, young people, families and the wider Fife community. Our approach to improvement is rooted in our core values: Compassion, Ambition, Respect and Equity which reflect the ethos, culture and practice principles of all staff across the directorate. We strive to ensure that our attitudes and behaviour reflect these core values in all our dealings with children, young people, their families, and the wider community in partnership with those who support them.