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.

Job Purpose

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.

Main duties and responsibilities General Administration

• 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.

Team Specific Duties And Responsibilities

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

School Governance

• 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.

School Improvement

• 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, equality of opportunity and pay due regard for equality legislation at all times.

Person Specification Notes to job applicants

• 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.
• You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
• The stage in the process when the criteria will be measured is outlined in the table below.
• 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.
• 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.
• In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

Experience

Hold five GCSE passes (grades A -C) or equivalent or higher examination qualifications and have one years' demonstrable administrative experience in an office environment; OR Have three years' demonstrable administrative experience in an office environment. Demonstrable experience in the use of computer packages, to include use of Microsoft Word, Excel, Power Point and Outlook. Shortlisting by Application Form.

Knowledge

Demonstrate a working knowledge of General Data Protection Regulations and Freedom of Information issues. Shortlisting by Application Form.

Other

The successful candidate will be required: to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion; OR be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion. Shortlisting by Application Form.

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA's Game Changing People Model.

Abilities