Senior Clerical Officer - Receptionist

Education Authority Northern Ireland•Antrim, Belfast, St Louise's Comprehensive College, MI

12d•Onsite

About The Position

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.

Requirements

Either (A) 5 GCSE’s (Grades A-C) including English Language and Mathematics, or equivalent or higher level qualifications, PLUS 1 year’s experience in an administrative/clerical role in a busy office environment.
OR (B) A minimum of 3 years’ experience in an administrative/clerical role in a busy office environment.
Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook
Evidence of knowledge of: The requirements of a Senior Clerical Officer.
Evidence of knowledge of: 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 of how your experience and approach to work reflect EA’s/the School’s Values/ethos.

Nice To Haves

Previous experience of working in an administrative role within a school environment
Experience of operating schools-based computer applications/systems within a school setting (eg C2K SIMS).

Responsibilities

Allocate, control and monitor work of appropriate staff.
Identify and provide on the job training to appropriate staff.
Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors.
Develop, maintain and operate manual and/or computerised 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 with relevant personnel to receive and provide information.
Operate/oversee requisitioning procedures, including the 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.
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.
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. Provide information e.g. medical personnel, social services agency personnel etc.
Keep staff, pupils and parents informed of matters relating to school activities.
Service meetings and draft minutes as required.
Assist work placement students with practical tasks and assignments within the school officer (where appropriate).
Such other duties as may be assigned within the level of the job.