Senior Clerical Officer

Senior Clerical Officer

Location: Name of school

Responsible to: The School Principal

Responsible for: Maximum of five staff (see paragraph 1 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.

• Supervision
  • Allocate, control and monitor work of appropriate staff.
  • Identify and provide on‑job training to appropriate staff.
• General Administrative Processes and Records
  • Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors.
  • Develop, maintain and operate manual and/or computerized information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
  • Complete and submit all returns/records as required.
  • Contact relevant personnel to receive and provide information.
• Purchasing and Supplies Administration
  • Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage and distribution of resources.
  • Stock control of resources.
  • Arrange for the maintenance of equipment in association with other school and board staff.
• Finance
  • Receive, receipt and account for all cash.
  • Bank monies and maintain banking records.
  • Communicate with relevant personnel and provide assistance in relation to financial procedures.
• Reception, Secretarial and Secretariat
  • Operate the telephone/switchboard, receive visitors and provide hospitality as required.
  • Provide word processing/typing, filing, duplication and photocopying word processing 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 of guests, issue invitations, prepare tickets and programmes as required for school functions.
  • Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff within the school.
  • Communicate on a regular basis with professional staff from outside agencies in order to receive and provide information (e.g., medical personnel, social services agency personnel).
  • Keep staff, pupils and parents informed of matters relating to school activities.
  • Service meetings and draft minutes as required.
• Other Duties
  • Assist work placement students with practical tasks and assignments within the school officer (where appropriate).
  • Other duties as may be assigned within the level of the job.

• Factor A: A minimum of 5 GCSEs (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications, plus 1 year of experience in an administrative/clerical role in a busy office environment.
• Factor B: A minimum of 3 years of experience in an administrative/clerical role in a busy office environment, plus a minimum of 6 months experience in the management and supervision of staff.
• Demonstrable experience of purchasing and supplies administration.
• Evidence of proficiency in Microsoft Word, Excel, PowerPoint and Outlook.

• Evidence of knowledge of the requirements of a Senior Clerical Officer; general office administrative processes and records.
• Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines.
• Evidence of a customer‑focused approach to work.
• Demonstrable people management and team skills to successfully motivate and manage others.
• Evidence of sound interpersonal and communication skills.
• Evidence that experience and approach to work reflect EA’s the School’s Values/ethos.

• Previous experience of working in an administrative role within a school environment.
• Experience of operating school‑based computer applications/systems within a school setting (e.g., C2K SIMS).

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. If recommended for a…