• Job Description

  Req#: 58957
  JOB DESCRIPTION JOB TITLE: Senior Clerical Officer REPORTS TO: Regional Administration Support Manager alongside Advisor RESPONSIBLE FOR: The Senior Clerical Officer will be responsible for day-to-day administration support within Primary Behaviour Support & Provisions and assist with administration work in relation to EOTAS Provisions as required. JOB PURPOSE: To provide efficient and effective administrative clerical and/or secretarial support to functional and operational staff within the Primary Behaviour Support and Provisions. The post holder should be capable of working as part of a team, should display commitment, initiative and an ability to handle confidential material. The post holder should be flexible in approach and should be capable of producing high quality administrative support within agreed deadlines. FUNCTIONAL LINKS WITH: - Other services within the Education Authority. - Other users of the service. - Other agencies as appropriate. The post holder will have to maintain a range of contacts within well-defined terms of reference. MAIN DUTIES AND RESPONSIBILITIES Supervision* - Allocate, control and monitor work of appropriate staff. - Identify and provide on the job training to appropriate staff. * Note: This is discretionary element of the job description. The grade may be awarded if supervision is not a component of the post. General Administrative Processes and Records - Provide administrative, clerical and secretarial support in relation to all aspects of work in the section. - Develop, maintain and operate manual and/or computerised information systems in connection with pupils, staff, budgets etc. using the full range of IT equipment including word processing/typing, databases, spreadsheets, email, fax, intranet and internet facilities. - To ensure pupil records are accurately maintained through the use of EMS (Capita One) and SIMS and other agreed systems. - To support the Regional Administration Manager in undertaking qualitative and quantitative research and investigations as required by the Head of Service. - To assist in the collation of factual data and statistical information from various sources in order to support the work of identified senior officers within the service. - To prepare letters, minutes, notes and other clerical support to officers as appropriate and as directed by the Regional Administration Manager. - To assist in the preparation of materials for courses and maintain records as appropriate. - To be responsible for maintaining effective recording and filing systems within the service as directed by the Regional Administration Manager. Purchasing and Supplies Administration - Use of (EA One) iProcurement system to enable processes. - Monitor and oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage and distribution of resources, for all staff within section. - Arrange for the maintenance of equipment within section. - Development and maintenance of equipment inventory. - Ensure prompt processing of invoices for payment following Education Authority procedures. Finance - Maintain petty cash – receive, receipt and account for all cash. - Communicate with relevant personnel and provide assistance in relation to financial procedures. - Process claims and invoices for payment in accordance with agreed Education Authority procedures. - The recording/processing and lodgement of monies in relation to the EOTAS centre business including dinner monies. Reception, Secretarial Duties - Use initiative, tact, diplomacy in responding to queries, issues and problems which arise within the section in line with EA staff Code of Conduct and/or guidance from Regional Administration Support Manager, Senior Officers. - Disseminate information as appropriate both within Primary Behaviour Support and Provisions and other departments within the Education Authority. - Deal with written and verbal communications, including telephone enquiries, Telephone Advice Support Helpline (TASH) communication received within the service. To co-ordinate incoming and outgoing post. - Meet and greet visitors/ meeting attendees to the EOTAS centre. - Organise meetings on behalf of senior officers and to assist in the administrative support associated with arranging the EOTAS centre, courses and conferences including managing electronic diaries. - Communicate on a regular basis with professional staff from within EA Services, outside agencies and schools in order to provide and obtain information relevant to the service. Other Duties - Undertake other duties appropriate to the grade as may from time to time be required by the Head of Service, EOTAS Centre Manager or Regional Administration Manager. - Maintain a high level of confidentiality at all times and adhere to GDPR standards. - Comply with the Education Authority’s policies and procedures in relation to the duties and responsibilities of the post. 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, click here.

• About the company

  The Education Authority is a non-departmental body sponsored by the Department of Education in Northern Ireland.

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