Education Authority (Northern Ireland)
Clerical Officer
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Clerical Officer
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 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, using the information provided by you on your application form.
Note: The Selection Panel reserves the right to shortlist only those applicants they believe 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.
Section 1: Essential Criteria
The following are essential criteria which will initially be measured at the shortlisting stage and may also be further explored during the interview/selection stage. You should clearly state on your application form how, and to what extent, you meet these criteria. Failure to demonstrate this may result in you being excluded from shortlisting.
| 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: Microsoft Word, Excel, PowerPoint, and Outlook. | Shortlisting by Application Form |
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Section 2: Additional Essential Criteria (Interview Stage)
The following criteria will be assessed during the interview/selecting process.
-
Knowledge
- Evidence of knowledge of:
- The requirements of a Clerical Officer
- General office administrative processes and records management
- Evidence of knowledge of:
-
Skills/Abilities
- Proven effective time management and organisational skills
- Evidence of a customer-focused approach to work
- Ability to work effectively as a team member and independently
- Sound interpersonal and communication skills
-
Values Orientation
- Evidence of how your experience reflects the school’s values/ethos. See school website for more information.
Section 3: Desirable Criteria
Some or all of the desirable criteria may be applied at the shortlisting stage to determine a competitive pool of candidates. You should also demonstrate how you meet these criteria, as failure to do so may impact shortlisting success.
| Factor | Desirable Criteria | Method of Assessment |
|---|---|---|
| Experience | Preferred: previous experience working in an administrative role within a school environment. | Shortlisting by Application Form |
Disclosure of Criminal Background
N.B. The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines certain positions as ‘regulated activity’. Should you be recommended for a post arising from this role:
- The Education Authority will undertake an Enhanced Disclosure of Criminal Background.
- You will be expected to cover the cost of an Enhanced Disclosure Certificate. Instructions on payment will be provided at the pre-employment stage.
Further information is available at:
Applicant Guidance Notes
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Job Description
Job Title
Clerical Officer
Reports To
The Principal
Job Purpose
To provide administrative, clerical, and secretarial support to:
- The Principal
- School staff
- Board of Governors
Main Duties & Responsibilities
General Administrative Processes and Records
- Operate manual and/or computerised systems for:
- Pupils, staff, budgets, meals, maintenance
- Examinations, care, medical services
- Recruitment, transport, and more
- Complete and submit required returns/records
- Manage requisitioning procedures, including:
- Ordering, purchasing, receiving, checking, storage and distribution of resources
Finance
- Receive, record, and account for all cash transactions
- Bank monies and maintain banking records
- Liaise with finance personnel to assist in financial procedures
Reception, Secretarial & Secretariat Support
- Operate telephone/switchboard, receive visitors and provide hospitality
- Provide:
- Word processing/typing, filing, and document duplication
- Photocopying, email communication, intranet and internet access
- Sort, screen, and distribute all incoming mail
- Ensure the secure storage of:
- Valuable items
- Confidential documentation
- Maintain diary management, arrange appointments, and provide a secretarial service for all school staff
- Prepare and circulate meeting minutes as necessary
Other Duties
- Assist work placement students with practical tasks and assignments (where appropriate)
- Undertake additional duties assigned at a similar level to the post
Note: This job description will be reviewed periodically and not treated as a rigid document. Additional duties of a comparable standard may be assigned.
Section 75 Compliance: In accordance with the Northern Ireland Act (1998), the post holder must promote: ✅ Good relations ✅ Equality of opportunity ✅ Compliance with equality legislation
For further information on terms and conditions, visit: Terms & Conditions Summary
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