Clerical Officer – Registry Full Time

REPORTS TO: Executive Officer

RESPONSIBLE FOR: Providing a professional customer focused service in both Reception and Registry.

Job Purpose

• Provide an efficient and effective service on Switchboard.
• Provide an efficient and effective service at Reception.
• Sort and distribute incoming mail and prepare outgoing mail.
• Provide administrative support within the Registry service

Main Duties And Responsibilities

• Reception duties which includes providing a customer service to all internal and external customers at reception.
• Switchboard duties which include receiving telephone calls, recording messages accurately and, where appropriate, answering call directly.
• Sort, screen, date stamp and record incoming mail and distribute appropriately
• Process outgoing mail from the registry section ensuring time frame for collection is adhered to.
• Dealing with correspondence at an appropriate level with the general public and other bodies
• Use of ICT packages including Word Processing, Spreadsheets Database packages as required and use of the CISCO Telephone System.
• Preparation of computer data which may include the completion of input forms, retrieving information from systems and processing accordingly.
• Maintaining filing systems and the preparation, organisation and storage of statistical data.
• Providing an efficient room booking system.
• Any other duties which may reasonably assigned.

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 time

To view the summary of terms and conditions for this post, Click Here.

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.

Experience

FactorEssential CriteriaMethod of AssessmentQualifications/

Five GCSE passes (grades A*-C) or relevant equivalent or higher examination qualifications and one year’s administrative/clerical experience in an office environment with evidence of proficiency in the use of computer packages, to include use of Microsoft Word and Outlook.

OR

Have a minimum of three years’ administrative/clerical experience in an office environment with evidence of proficiency in the use of computer packages, to include use of Microsoft Word and Outlook.

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.

FactorEssential CriteriaMethod of AssessmentKnowledge

Knowledge of the requirements of a Clerical Officer within a registry/switchboard/reception environment.

Knowledge of the functions of the Education Authority.

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 and work effectively with others as part of a team.

Ability to use own initiative to solve problems and respond to others.

Ability to take a responsive and customer focused approach to work.

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.

FactorDesirable CriteriaMethod of AssessmentExperience

Experience of working in a registry/switchboard/reception within a large organisation.

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

The Education Authority is an Equal Opportunities Employer.