Education Authority (Northern Ireland)
Senior Clerical Officer
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Senior Clerical Officer
Senior Clerical Officer
Location: Name of school
Responsible To: The School Principal
Responsible For: Maximum of five staff (as outlined below)
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 (Discretionary)
- Allocate, control and monitor work of appropriate staff.
- Identify and provide on-the-job training to appropriate staff.
(Note: Supervision may not be part of this post, and grading will reflect this accordingly.)
General Administrative Processes and Records
- Provide administrative, clerical and secretarial support for Principals, staff and Board of Governors.
- Develop, maintain and operate manual and/or computerised information systems covering:
- Pupils
- Staff
- Budgets
- Meals
- Maintenance
- Examinations
- Care and medical services
- Recruitment
- Transport
- Complete and submit required records and returns.
- Liaise with relevant personnel to exchange information.
Purchasing and Supplies Administration
- Operate/oversee requisitioning, ordering, purchasing, receiving, checking, storage and distribution of resources.
- Maintain stock control.
- Coordinate equipment maintenance in collaboration with school and board staff.
Finance
- Receive, receipt and account for all cash.
- Bank monies and maintain banking records.
- Assist with financial procedures and communication with relevant personnel.
Reception, Secretarial and Secretariat
- Manage telephone/switchboard, greet visitors, and provide hospitality.
- Handle word processing, typing, filing, duplication, photocopying, including email, intranet and internet use.
- Sort, screen and distribute mail securely.
- Safeguard valuable items and confidential documentation.
- Draft correspondence, update guest lists, and manage invitations/tickets/programmes for school functions.
- Maintain schedules, book meetings, and provide secretarial support to all staff.
- Liaise with external agencies (medical services, social work etc.) for information exchanges.
- Keep parents, staff and pupils informed about school-related activities.
- Minute-taking for meetings (where required).
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Other Duties
- Assist work placement students with office tasks (where applicable).
- Perform other assigned duties aligned with job level.
Flexible Working Options Available
Option 1:
- Required to work during school terms plus two extra weeks, with timing at Principal’s discretion.
Option 2:
- Required to work contracted hours, with duties covered during school holidays (unless on leave).
- Authority may provide alternative tasks/training at other sites if needed.
Option 3: (extension of Option 2)
- Eligibility to request unpaid leave during extended school holidays/closures.
Job Development and Review
This role may be adjusted in light of emerging requirements and is intended as flexible guidance.
Equal Opportunities Policy
In accordance with the Northern Ireland Act (1998), Section 75, the role-holder is expected to:
- Promote good relations
- Uphold equality of opportunity
- Stand firmly in equality legislation compliance
Section 1 – Essential Criteria (Shortlisting & Interview Evaluation)
Qualifications/Experience
Choose one condition:
- Option A:
- 5 GCSEs (Grades A–C)* in English Language and Mathematics, or equivalent/higher qualifications, plus 1 year’s experience in a busy administrative/clerical office environment. OR
- Option B:
- A minimum of 3 years’ experience in an administrative/clerical setting in a fast-paced office.
- PLUS 6 months' experience in staff supervision/management.
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- Essential proof: Demonstrated experience in purchasing and supplies administration.
Skills/Aikoakimse
- Proficiency in computer packages:
- Microsoft Word, Excel, PowerPoint, Outlook (assessed via application form).
Section 2 – Essential Skills (Interview Focus)
Knowledge
- Awareness of Senior Clerical Officer requirements.
- Understanding of office administrative processes and record-keeping systems.
Skills/Aibilities
- Proven planning and organisational abilities under pressure.
- Customer-focused approach.
- People management and team leadership skills.
- Strong interpersonal and communication abilities.
Values Orientation
- Reflection of EA/Board Values in portfolio (details available at [link]).
Section 3 – Desirable Criteria
(May be utilised by the selection panel to refine applicant selection)
- Previous school-based administrative experience.
- Familiarity with school-specific computer systems/applications (e.g., C2K, SIMS).
(Applicants should demonstrate these on their forms.)
Disclosure of Criminal Background
Due to engagement with children/youth, the Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 requires:
- Enhanced Disclosures of criminal record for relevant appointments.
- Applicants are liable for costs of obtaining this certificate.
(Contacts for NI Direct/DoJ accessibility docs available).
Applicant Guidance
- Link to applicant notes: [click here]*.
- [Click here] for details on benefits.
The Education Authority commits to equal opportunities and inclusive employment practices.
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