JOB DESCRIPTION

JOB TITLE: Senior Clerical Officer - Information Governance Team

REPORTS TO: Information Governance Officer

JOB PURPOSE:

To provide administrative, clerical and secretarial support to the Information Governance Team.

MAIN DUTIES AND RESPONSIBILITIES:

General Administrative Processes and Records:

• Provide administrative, clerical and secretarial support as part of the Information Governance team with regard to all Information Governance work.
• Develop, maintain and operate manual and/or computerised information systems.
• 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.

Reception, Secretarial and Secretariat:

• Receive, screen and direct all telephone calls.
• Receive visitors and provide hospitality as required.
• Provide word processing/typing, filing, duplication and photocopying in support of administrative processes, including the use of E-mail, intranet and Internet facilities, where appropriate.
• Sort, screen and distribute all mail.
• Ensure the secure storage of valuable items and confidential documentation.
• Draft correspondence, obtain and update lists, registers and management information systems.
• Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the section.
• Communicate on a regular basis with professional staff from outside agencies in order to receive/provide information.
• Service meetings and draft minutes as required.

Other Duties:

• Assist work placement students with practical tasks and assignments within the office (where appropriate).

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.

Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order 2007. The successful applicant will require an enhanced disclosure check which at present costs £33. Further details regarding the payment of this check will be issued with the contract of employment.

To view the summary of terms and conditions for this post, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. 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.
2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. The stage in the process when the criteria will be measured is outlined in the table below.
4. 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.
5. 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.
6. 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.