Senior Clerical Officer - Exceptional Teaching Arrangements - TOPS

Primary Location :
Antrim-Belfast-Westcourt Centre Contract Type :
Permanent Duration of Contract/Contract End Date : N/AStatus :
Part-Time Contract Options :
Flexible working arrangements available during school holidays (E.g. Option 1, 2,
3)
Hours per Week : 21.6 hours per week Working Pattern :
Monday
- Friday Grade/Scale :
Senior Clerical Officer | NJC pt 11 - 14 |£28,142 - £29,540 per annum pro rata Additional Allowance(s) :
Not Applicable Anticipated Interview Date(s) : TBCAdditional Information: N/AJOB DESCRIPTION

JOB TITLE:

Senior Clerical Officer
- Exceptional Teaching Arrangements

REPORTS TO:

Senior Executive Officer

JOB PURPOSE:

To provide a comprehensive and confidential administrative support service to the Exceptional Teaching Arrangements (ETA) Service.

MAIN

DUTIES AND RESPONSIBILITIES:

General Administrative Processes and Records Provide administrative support to the local ETA Service to include drafting correspondence, reports, court papers, agendas and minutes, screening mail and telephone calls, receiving visitors and maintaining diaries for officers;

Develop, maintain and operate manual and computerised information systems to include EMS to provide appropriate statutory returns;

Monitor and process correspondence originating from the ETA service.

Arrange meetings, appointments, attendance at conference and co-ordinate diaries, calendars and task lists;

Research and collate information including statistical data in order to brief the ETA Manager;

Liaise with Education Authority sections, local schools, medical professionals, Social Services in connection with the work of the team;

Photocopy and collate materials as required;

Prepare booklets/handouts for schools/parents under the guidance of the ETA Service;

Maintain an up-to-date filing system.

Invoicing Systems Prepare and process requisitions, invoices/payments for approval and payment;

Maintain stationery/stock and equipment for use in the service;

Prepare pupil data to ensure prompt invoicing of schools;

Reception, Secretarial and Secretariat Operate the telephone, receive visitors and provide assistance as required;

Provide IT administration, voicemail, filing photocopying in support of administrative processes including the use of email, internet and internet facilities;

Sort, screen and distribute all mail;

Responsible for preparing outgoing mail;

Ensure the storage of valuable items and confidential documentation;

Maintain stock levels of all administrative documents;

Access and prepare files for various case conferences;

Communicate with staff from other agencies to receive and provide basic information;

Service meetings and draft minutes as required;

Such other duties as may be related to the level of the job at the discretion of the Head of ETA.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  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.

PERSON SPECIFICATION NOTES TO JOB APPLICANTS
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…