Education Authority Northern Ireland
Senior Clerical Officer - Exceptional Teaching Arrangements - TOPS Belfast
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JOB DESCRIPTION
JOB TITLE:
Senior Clerical Officer - Exceptional Teaching Arrangements
REPORTS TO:
Senior Executive Officer
JOB PURPOSE:
To provide a comprehensive and confidential administrative support service to the Exceptional Teaching Arrangements (ETA) Service.
MAIN DUTIES AND RESPONSIBILITIES:
General Administrative Processes and Records
- Provide administrative support to the local ETA Service to include drafting correspondence, reports, court papers, agendas, and minutes, screening mail and telephone calls, receiving visitors, and maintaining diaries for officers;
- Develop, maintain, and operate manual and computerized information systems to include EMS to provide appropriate statutory returns;
- Monitor and process correspondence originating from the ETA service;
- Arrange meetings, appointments, attendance at conferences, and coordinate diaries, calendars, and task lists;
- Research and collate information including statistical data to brief the ETA Manager;
- Liaise with Education Authority sections, local schools, medical professionals, Social Services in connection with the work of the team;
- Photocopy and collate materials as required;
- Prepare booklets/handouts for schools/parents under the guidance of the ETA Service;
- Maintain an up-to-date filing system.
Invoicing Systems
- Prepare and process requisitions, invoices/payments for approval and payment;
- Maintain stationery/stock and equipment for use in the service;
- Prepare pupil data to ensure prompt invoicing of schools.
Reception, Secretarial and Secretariat
- Operate the telephone, receive visitors, and provide assistance as required;
- Provide IT administration, voicemail, filing, photocopying in support of administrative processes including the use of email, internet, and internet facilities;
- Sort, screen, and distribute all mail;
- Responsible for preparing outgoing mail;
- Ensure the storage of valuable items and confidential documentation;
- Maintain stock levels of all administrative documents;
- Access and prepare files for various case conferences;
- Communicate with staff from other agencies to receive and provide basic information;
- Service meetings and draft minutes as required;
- Such other duties as may be related to the level of the job at the discretion of the Head of ETA.
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.
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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 on 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 | Five GCSE passes (grades A*-C) or equivalent or higher including English Language and mathematics and One year’s administrative/clerical experience in an office environment including general office duties, word processing, and practical use of computers OR Three years’ administrative/clerical experience in an office environment including general office duties, word processing, and the practical use of computers. | Shortlisting by Application Form |
Section 2 - Essential Criteria
The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.
| Factor | Essential Criteria | Method of Assessment |
|---|---|---|
| Knowledge | Knowledge of the requirements of a Senior Clerical Officer within a setting/service which supports children and young people | Interview |
| Skills/ Abilities | In line with EA’s Game Changing People Model we will look for evidence of: <br> Ability to organize a busy workload to deliver effective results on time <br> Flexibility to meet changing demands as required. <br> Ability to communicate and work effectively with others as part of a team. <br> Ability to use own initiative to solve problems and respond to others. <br> Ability to take a responsive and customer-focused approach to work. <br> Excellent ICT skills. | Interview |
| Values Orientation | Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here. | Interview |
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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 | Demonstrable experience of C2K to include SIMs | Shortlisting by Application Form |
Our Values
Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.
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.
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