Fife Council
Clerical Officer
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Clerical Officer
Proposed Interview Date
Thursday 13 August 2026
Key Dates & Details
- Closing Date: Sunday 2 August 2026
- Proposed Start Date: Monday 24 August 2026 (or as soon thereafter)
- Contract Type: Permanent
- Salary: FC4 £26,786.83 to £29,170.80 (Pro-Rata)
- Working Pattern: 36 hours per week (Mon–Thu 08:00–16:00, Fri 08:00–14:30), 39 weeks per year
- Location: Madras College, St Andrews
Purpose and Values of Education & Children’s Services Directorate
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 is rooted in these core values:
- Compassion
- Ambition
- Respect
- Equity
We ensure our attitudes and behaviour reflect these values in dealing with children, young people, their families, and the wider community—in partnership with those who support them.
Supporting Statement Requirements
As part of your application, you must provide a Supporting Statement outlining how your skills and experience make you a suitable candidate. Your application will not progress without it.
- How to complete it:
- Follow instructions in How to Apply.
- Upload it under the section marked "upload résumé".
- It must not be a CV—for more details, see Supporting Statement information.
Key Elements to Address in Your Supporting Statement:
- Ways you demonstrate teamwork (e.g., building trust, communication, initiative, meeting targets)
- Working with others to meet learner needs (e.g., sharing information, supporting learners, collaboration)
- Building positive relationships for learner outcomes (e.g., care for wellbeing, purposeful relationships, improving outcomes collaboratively)
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Job Details: Clerical Officer (Permanent)
Role Summary We seek a highly skilled and committed Clerical Officer to provide confidential administrative support in a secondary school. Key responsibilities include managing IT data capture, supporting the school administration, and ensuring compliance with external systems.
Primary Responsibilities
You will work under the direction of the Admin Assistant/Admin Coordinator or Business Manager, and be required to:
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Pupil Attendance
- Responsible for tracking attendance, updating Management Information Systems (MIS), and communicating with parents.
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Management Information Systems (MIS) Maintenance
- Maintain and analyse registers; manage records (admissions, leavers, enrolments, attendance, staff records, sickness absence).
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Front-Desk & Enquiry Services
- Oversee an effective, customer-focused reception service for visitors, staff, parents, and pupils.
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Data Accuracy & Communication
- Keep information secure, accurate, and accessible (e.g., fault-free reporting).
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Qualifications Scotland (QS) Administration
- Enrol pupils on exams, update records, and ensure timelines for entry, planning, and timetabling.
- Issue QS reports to Principal Teachers and parents for accurate tracking.
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External Returns & Reporting
- Submit QS data, inventories, and survey outcomes on time.
- Ensure financial accuracy for audits (process invoices, journals, records runs).
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Financial Management
- Update financial systems, handle orders, receipts, queries, reports, and journals.
- Duration financial periods accurately.
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Payroll & Reconciliation
- Reconcile pay data with financial systems, take corrective action.
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School Calendar & Events Coordination
- Set up school calendars, manage Parents’ Evening parameters, and log attendance.
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Library Resource Centre (LRC) Management
- Maintain an automated LRC system (issue/return of books, record new titles, repairs, dispose of damaged material).
- Assist classes with resources (e.g., assisting teachers, encouraging LRC usage).
- Maintain stock professionally (orderliness, repairs, attractiveness).
-
IT Systems & Upskilling
- Keep your IT skills current and warrant consistently high accuracy across systems.
Link to Full Role Profile [for full details]
Qualifications, Registration, and Skill Requirements
-
Educated to at least SCQF Level 5 (or equivalent):
- National 5
- SVQ Level 2
- Standard Grades at Credit level
-
Soft Skills: Strong interpersonal abilities to work collaboratively in a fast-moving school environment.
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Must obtain their Protection of Vulnerable Groups Scheme (PVG) membership in advance of appointment.
Further Information
A role-focused profile. Our behaviour framework: How We Work Matters. Employee benefits (discounts) information. Council Department overview.
For accessibility or AI guidance, contact transactions.recruitment@fife.gov.uk or see Candidate AI Guidance.
Need Clarification? Contact Kay Hunter at Kay.hunter@fife.gov.uk for details.
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