Clerical Officer - Registry

JOB DESCRIPTION

REPORTS TO: Executive Officer

RESPONSIBLE FOR: Providing a professional customer focused service in both Reception and Registry.

JOB PURPOSE

• Provide an efficient and effective service on Switchboard.
• Provide an efficient and effective service at Reception.
• Sort and distribute incoming mail and prepare outgoing mail.
• Provide administrative support within the Registry service.

• Reception duties which includes providing a customer service to all internal and external customers at reception.
• Switchboard duties which include receiving telephone calls, recording messages accurately and, where appropriate, answering call directly.
• Sort, screen, date stamp and record incoming mail and distribute appropriately.
• Process outgoing mail from the registry section ensuring time frame for collection is adhered to.
• Dealing with correspondence at an appropriate level with the general public and other bodies.
• Use of ICT packages including Word Processing, Spreadsheets Database packages as required and use of the CISCO Telephone System.
• Preparation of computer data which may include the completion of input forms, retrieving information from systems and processing accordingly.
• Maintaining filing systems and the preparation, organisation and storage of statistical data.
• Providing an efficient room booking system.
• Any other duties which may reasonably be assigned.

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.

• Hold five GCSE passes (grades A*-C) or equivalent or higher including English Language and Mathematics and have 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.
• Knowledge of the requirements of a Clerical Officer within a registry/switchboard/reception environment.
• Knowledge of the functions of the Education Authority.
• Ability to organise a busy workload to deliver effective results on time.
• Flexibility to meet changing demands as required.
• Ability to communicate and work effectively with others as part of a team.
• Ability to use own initiative to solve problems and respond to others.
• Ability to take a responsive and customer focused approach to work.
• Excellent ICT skills.
• Evidence of…