Senior Clerical Officer - Pre-School Education Service - (EA Employees & Agency Staff) | eani

General Administrative Processes and Records

Provide administrative, clerical and confidential secretarial support;
Develop, maintain and operate manual and computerised information systems in support of the service reviews and pre-school education;
Provide administration in connection with the full range of activities;
To be responsible for centrally co-ordinating and tracking the progress of all queries including monthly payments submitted to the Section and liaising with customers to inform them of progress when required;
To be responsible for the indexing and secure storage of the manual and electronic versions of all correspondence emanating from the section;
Provide secretarial assistance to officers which includes dealing with correspondence, screening mail and telephone calls, carrying out research and maintaining officers' diaries;
Collate and present statistical data for designated officers;
Provide confidential and discreet service when dealing with information of a personal and sensitive nature in respect of secretarial duties:
Maintain an up-to-date filing system.

Reception, Secretarial and Secretariat

To be the first point of contact in the receipt of telephone calls; to receive visitors to the Section; deal with routine queries; and to record messages accurately;
Provide ICT administration, filing, faxing and photocopying in support of administrative processes including the use of email and internet;
Sort, screen, date stamp and distribute all incoming mail;
Ensure the secure storage of valuable items and confidential documentation;
Maintain diairies, arrange appointments and meetings for the Section;
Communication with staff internally and external agencies to receive and provide basic information.
Service meetings and draft minutes as required.

Other Duties

To undertake any other duties at the request of the Head of Section;

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.

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 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.

Factor

Essential Criteria

Method of Assessment

Qualifications/
Experience

Hold five GCSE passes (grades A*-C) or equivalent or higher including English or Mathematics and have one year’s administrative experience in an office environment including the practical use of computers;

Have three years’ administrative experience in an office environment including the practical use of computers.

Demonstrable experience in use of Microsoft Excel, Microsoft Outlook (emails/diary functionality) and Microsoft Teams (setting up meetings, etc.)

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.

Factor	Essential Criteria	Method of Assessment
Knowledge	Knowledge of the importance of accuracy and confidentiality. Knowledge of EA Connect Portal	Interview
Skills/ Abilities	In line with EA’s Game Changing People Model we will look for evidence of: Ability to organise a busy workload to deliver effective results on time. Flexibility to meet changing demands as required. Ability to communicate professionally verbally and in all written correspondence. Work effectively with others and as part of a team. Ability to use own initiative to solve problems and respond to others. Excellent ICT Skills.	Interview
Values Orientation	Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.	Interview

Section 3 - Desirable Criteria

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

Factor

Desirable Criteria

Method of Assessment

Experience

Demonstrable experience of Pre-School Admissions Process

Demonstrable experience of contacts with other partners in the educational system.

Shortlisting by Application Form

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.

In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed on www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks or www.justice-ni.gov.uk/articles/about-accessni

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

Senior Clerical Officer - Pre-School Education Service - (EA Employees & Agency Staff)

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