Senior Clerical Officer

Senior Clerical Officer

Location: Name of school

Reports to: School Principal

Supervises up to 5 staff.

Job Purpose

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.

Responsibilities

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 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 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 duties

• Assist 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.

Required Qualifications and Experience

• Either:
  • (A) 5 GCSE’s (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications and 1 year’s experience in an administrative/clerical role in a busy office environment;
  • (B) A minimum of 3 years’ experience in an administrative/clerical role in a busy office environment and a minimum of 6 months experience in the management and supervision of staff.
• Demonstrable experience of purchasing and supplies administration.

Skills and Abilities

• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Effective planning and organisational skills and ability to work under pressure to meet deadlines.
• Customer focused approach.
• People management and team skills to motivate and manage others.
• Sound interpersonal and communication skills.

Desired Experience

• 4 months experience of working in an administrative role within a school environment by time of appointment.
• Experience of operating schools-based computer applications/systems within a school setting (e.g., C2K SIMS).

Equal Opportunities

The Education Authority is an Equal Opportunities Employer. 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.

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