Clerical Officer at Education Authority Northern Ireland

Scarva, Northern Ireland, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

20 Jul, 26

Salary

0.0

Posted On

21 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Clerical support, Secretarial support, Microsoft Word, Microsoft Forms, Microsoft Sway, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Cash handling, Time management, Organizational skills, Communication skills, Interpersonal skills, Data entry, Record keeping

Industry

Education Administration Programs

Description

JOB DESCRIPTION JOB TITLE: Clerical Officer REPORTS TO: The Principal JOB PURPOSE To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors. MAIN DUTIES AND RESPONSIBILITIES General Administrative Processes and Records 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. Operate requisitioning procedures including the ordering, purchasing, receiving, checking, storage and distribution of resources. 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. Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school. 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 post. FLEXIBLE WORKING OPTIONS AVAILABLE OPTION 1 You 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. OR OPTION 2 You 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. OR OPTION 3 To 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. Our school is situated in the village of Scarva, approximately 5 miles from Banbridge. Scarva and its surrounding area are rich in historical interest and heritage. The school itself is sited within extensive, pleasant grounds. There is a playground area to the front of the school with an outdoor classroom. At the rear there is a spacious, grassy area which includes a football pitch, picnic tables, willow dome, seating, wildflower garden, pond, fruit trees and vegetable plot. The school grounds run up to the edge of the public park which is used regularly to enhance teaching and learning across the curriculum. The school has secure direct access into the park. The pupils use the play equipment and explore the natural environment there. The school is an Eco School as well as an accredited Forest School and pupils participate in these activities throughout the year, adding greatly to their social, emotional, physical and academic skills and development. The accommodation consists of three permanent classrooms and two mobile classrooms, staffroom, assembly/dining hall. There is a playroom and outdoor courtyard area to facilitate outdoor learning for the early years. The school is well equipped with technology including computers, laptops, iPads, chrome books and interactive panels. We have a very pro-active Parents and Friends Association who support the school with regular fund raising initiatives to support every child. The Board of Governors and staff of Scarva Primary School believe that every child is of equal worth and has something positive and unique to contribute, and that teachers have a responsibility to enable children to explore and fulfill their potential. A range of curricular and extra-curricular activities promote new skills, confidence and the self-esteem of our pupils. Good work and behaviour is praised and value placed on the children’s positive efforts in all activities so that children achieve a sense of satisfaction at having made the most of every opportunity. The school seeks to create a happy, secure, disciplined and stimulating environment where children can learn and develop in confidence and independence. Parental interest in their children’s progress and in the life of the school is encouraged and fostered through various events throughout the year and through regular communication. A view of school life can be sampled by accessing our very active Facebook Page. https://www.facebook.com/scarvaprimaryschool As a small school we seek to support our pupils’ individual interests and needs in every way. Our pupils and staff all work together to create an ethos that is calm, warm and welcoming. To view the summary of terms and conditions for this post, click here. PERSON SPECIFICATION NOTES TO JOB APPLICANTS You 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 CRITERIA The 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 Assessment Qualifications/ Experience Hold a minimum of five GCSE passes (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications OR have a minimum of three years’ demonstrable experience in an administrative/clerical role Shortlisting by Application Form Skills / Abilities Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Forms, Sway Excel, PowerPoint and Outlook Evidence of training relevant to the role of clerical officer Shortlisting by Application Form SECTION 2 - ESSENTIAL CRITERIA The following are additional essential criteria which will be measured during the interview/selection stage. Factor Essential Criteria Method of Assessment Knowledge Evidence of knowledge of: The requirements of a Clerical Officer in a Primary School General office administrative processes and records. Interview Skills / Abilities Proven effective time management and organisational skills to meet deadlines Evidence of a customer focused approach to work Ability to work effectively with direction, as a team member and also independently Evidence of sound interpersonal and communication skills Evidence of preparedness to attend training to meet the requirements of the post Interview Values Orientation Evidence of how your experience and approach to work reflect EA’s values/ethos. You will find information about our Values here Evidence of understanding of need for discretion, flexibility and reliability Evidence of the understanding the importance of confidentiality, following direction, procedures and policies Commitment to the school community's activities and arrangements Interview SECTION 3 - DESIRABLE CRITERIA Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. 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 Assessment Experience Have experience employed in an administrative role in a school environment Experience of operating schools-based computer applications/systems within a school setting (e.g. C2K SIMS, Brom Com, oracle etc). Have 6 months employment working in an administrative role in a school environment Experience of correct protocol of the management of cash handling e.g. how to receive, receipt, account and lodge monies Demonstrate experience of managing general communications/social media in a school environment to different audiences Shortlisting by Application Form DISCLOSURE OF CRIMINAL BACKGROUND The 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. APPLICANT GUIDANCE NOTES To view the applicant guidance notes, please click here. To learn about the many great benefits of joining the Education Authority, click here. The Education Authority is an Equal Opportunities Employer

Responsibilities

Provide comprehensive administrative, clerical, and secretarial support to the school Principal, staff, and Board of Governors. Manage school records, financial procedures, reception duties, and general office operations.