Education Authority Northern Ireland
Senior Clerical Officer (Statutory Assessment & Review Service) - 4 Posts
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JOB DESCRIPTION
Reports to:
Executive Officer
Responsible for:
To provide administrative, clerical and secretarial support to Senior Officers on all matters relating to the organisation and work of the department and the service it provides, on behalf of the EA for pupils with Special Educational Needs.
Job Purpose
To provide administrative, clerical and secretarial support to Senior Officers on all matters relating to the organisation and work of the department and the service it provides, on behalf of the EA for pupils with Special Educational Needs.
Main Duties and Responsibilities
Statutory Assessment
- Ensure the appropriate and timely issuing of all documentation in relation to Statutory Assessment and Annual Reviews.
- Assist Administrative and SEN Link Officers with processes in relation to placement of pupils with statements of Special Educational Needs including liaison with parents, schools, other EA departments regarding transport, classroom assistant provision, equipment etc.
- Assist with the processing of the Annual Reviews, Transition Plans, Change of Placement and Cessation of Statements.
- Arrange meetings for Officers to discuss statements with parents, schools and professionals.
- Ensure accuracy of the computerised and manual records of all children with statements of special educational needs and those undergoing statutory assessment.
- Prepare information on children who move into or out of the EA ensuring pupil records are forwarded to the appropriate education authority.
- Check the receipt of advices, reports, information from parents and professionals in relation to Statutory Assessment and Annual Reviews.
General Administration and Secretarial Support
- Provide individual secretarial assistance for Officers within the Statutory Assessment & Review Service (SARS) which includes checking correspondence, screening and distribution of mail/telephone calls, making appointments, receiving visitors and maintaining officers’ diaries.
- Arrange appointments, preparation of materials for meetings and general correspondence for Senior Officers.
- Attend meetings as required acting as Secretary, preparing minutes for circulation to all involved.
- Maintain databases/spreadsheets.
- Ensure the appropriate and timely issuing of all documentation in relation to the SARS.
- Deal with telephone queries and engage in follow-up action, where appropriate.
- Provide a confidential and discreet service when dealing with information of a personal and sensitive nature having regard to GDPR legislation.
- Provide information and support to schools, parents, other professionals and EA Officers.
- Preparation and compiling of documentation as required.
- Any other duties commensurate with the grade of the post.
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.
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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.
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.
| Factor | Essential Criteria | Method of Assessment |
|---|---|---|
| Qualifications/Experience | Hold five GCSE passes (grades A*-C) or equivalent or higher and have one year’s administrative/clerical experience in an office environment including general office duties, word processing and practical use of computers; OR have 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.
| 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 | Ability to organise 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 | Have one years’ experience of working in an administrative / clerical role within the Statutory Assessment & Review Service or similar service. | 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 on www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks or www.justice-ni.gov.uk/articles/about-accessni.
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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