Senior Clerical Officer - Transitions Service

JOB DESCRIPTION

REPORTS TO: SEN Transition Lead

RESPONSIBLE FOR: Administrative, clerical and secretarial support to the Transition Service on all matters relating to the organisation and work of the Service and the support it provides, on behalf of the EA for pupils with Special Educational Needs.

JOB PURPOSE:

To provide administrative, clerical and secretarial support to the Transition Service on all matters relating to the organisation and work of the Service and the support it provides, on behalf of the EA for pupils with Special Educational Needs.

• Ensure the appropriate and timely issuing of all documentation in relation to Statutory Assessment and Annual Reviews for young people in Transition.
• Assist Transition Officers in relation to the Transition needs of pupils with statements of Special Educational Needs at 14+ including liaison with parents, schools, other EA departments and external agencies, where appropriate.
• Assist with the processing of the Annual Reviews, Transition Plans.
• Arrange meetings if required for Officers to discuss Transition Plans and/or arrangements with parents, schools and professionals.
• Ensure accuracy of the computerised and manual records of all children with statements of special educational needs, including undergoing statutory assessment with a particular focus on those young people in Transition.
• 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.
• Provide Support to the wider Statutory Assessment and Review Service, under the direction of the responsible Senior Adviser, if required.

• Provide individual secretarial assistance for Officers within the Transition Service 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 the Transition Service.
• 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 Transition Service.
• 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.

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, .

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.

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…