Senior Clerical Officer - School Governance Service

Job Description

REPORTS TO Operational Line Manager within SDS Team

RESPONSIBLE FOR May have some supervisory responsibilities reviewing work undertaken by Clerical officers.

Supports and assists in the delivery of an efficient and effective SDS administrative service within a designated team and locality.

Provision of administrative support and first line response to queries in accordance with relevant SDS procedures and policies in assigned area(s) of work.

• Undertake a range of administrative support processes for a locality, which could include some or all of the following:
• Answer enquiries by telephone/email/other relating to general SDS issues, from governors, schools, parents, general public, line managers and other agencies; and where relevant relay issues to other team members.
• Provide first line response to queries in accordance with relevant SDS procedures and policies.
• Provide word processing and administrative support within a designated team and locality.
• Provide routine and ad hoc statistical information when required by senior officers.
• Maintain management information systems in accordance with agreed SDS procedures.
• Produce standard and non-standard reports from management information systems (e.g. Capita One/EMS, SharePoint).
• Use ICT resources as appropriate (such as Capita One/EMS, C2k, the EA Portal, MS Teams and SharePoint) to provide an efficient and effective administration service.
• Deal with any allocated correspondence in accordance with relevant SDS processes and EA response times.
• Ensure effective communication with the other administrative teams within SDS.
• Undertake all general administration in support of work undertaken including preparation of draft letters, minutes, notes, reports and documentation.
• Comply with the Authority's policy on General Data Protection Regulations (in particular processing sensitive personal information).
• Undertake other related duties within the grade and competence of the post-holder, to support the efficient delivery of the School Development Service as required.
• The post holder may also be required to work outside normal hours on rare occasions.

Postholders will work within one of the following teams and will have the specified duties and responsibilities:

• Provide administrative support for the School Governance locality team in relation to all aspects of the governor administration process, including implementation of arrangements for governor reconstitution and governor membership.
• Respond to queries and provide information on relevant policies, schemes and frameworks for school governance to schools, governors and staff within the locality.
• Deliver all aspects of administration relevant to School Governance in the locality e.g. PRSD, School Calendars, Suspensions and Expulsions for controlled schools.

• Deliver all aspects of the school improvement administration process, including the maintenance of performance and other data, inspection process information, school development planning and self-evaluation information and support programmes.
• Respond to queries and provide information on relevant policies, processes and programmes regarding the improvement of educational outcomes.

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,…