Education Authority (Northern Ireland)
Senior Clerical Officer
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Senior Clerical Officer
Job Description
Post Title
Senior Clerical Officer
Location
St Joseph's Primary School, Drumquin, Omagh
Responsible To
The School Principal
Responsible For
Maximum of five staff ( please refer to section on supervision for clarification)
Job Purpose
To 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.
Main Duties and Responsibilities
Supervision
- Allocate, control and monitor work of appropriate staff.
- Identify and provide on-the-job training to appropriate staff (subject to availability of discretionary funding).
General Administrative Processes & Records
- Provide administrative, clerical and secretarial support to the Principal, school staff, and Board of Governors.
- Develop, maintain and operate manual and/or computerised information systems relating to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
- Complete and submit all required returns/records.
- Liaise with relevant personnel to receive and provide information where necessary.
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Purchasing & Supplies Administration
- Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage, and distribution of resources.
- Maintain stock control of resources and materials.
- Arrange for 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 to assist with financial procedures.
Reception, Secretarial & Secretariat
- Operate telephone/switchboard; receive visitors and provide hospitality as required.
- Provide word processing, filing, duplication, and photocopying to support administrative processes (including e-mail, intranet, and internet).
- Sort, screen, and distribute mail.
- Ensure secure storage of valuable items and confidential documentation.
- Draft correspondence, maintain guest lists, issue invitations, and prepare tickets/programmes for school events.
- Maintain diaries, arrange appointments and meetings, and provide secretarial support for all staff.
- Liaise regularly with external agencies (e.g., medical personnel, social services) to share and receive necessary information.
- Provide updates to staff, pupils, and parents on school-related matters.
- Service meetings and draft minutes as required.
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Other Duties
- Assist work-placement students with practical tasks/assignments within the school office (where applicable).
- Performed additional duties within the scope of the position as required.
Additional Notes
- This job description is not subject to appeal.
- The role may be reviewed in light of operational needs and evolving requirements, ensuring flexibility within the role’s guidelines.
- The post-holder is expected to promote good relations, equality of opportunity, and adhere to equality legislation (as stated in Section 75 of the Northern Ireland Act 1998).
Terms and Conditions
- For a summary of terms and conditions, click here.
The Education Authority is an Equal Opportunities Employer.
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