POST: Senior Clerical Officer
GRADE: SCP 14 - 17
RESPONSIBLE TO: The School Principal
RESPONSIBLE FOR: Maximum of five staff (see paragraph 1
below)
JOB PURPOSE:
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.
MAIN DUTIES AND RESPONSIBILITIES:
1. Supervision
1.1
Allocate,
control and monitor work of appropriate staff.
1.2
Identify
and provide on the job training to appropriate staff.
2. General Administrative Processes and Records
2.1 Provide administrative, clerical and secretarial support for
Principal, school staff and Board of Governors.
2.2 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.
2.3 Complete and submit all returns/records as required.
2.4 Contact with relevant personnel to receive and provide
information.
3. Purchasing and Supplies Administration
3.1 Operate/oversee requisitioning procedures, including the
ordering, purchasing, receiving, checking, storage and distribution of
resources.
3.2 Stock control of resources.
3.3 Arrange for the maintenance of equipment in association with
other school and Board staff.
4. Finance
4.1 Receive, receipt and account for all cash.
4.2 Bank monies and maintain banking records.
4.3 Communicate with relevant personnel and provide assistance in
relation to financial procedures.
5. Reception, Secretarial and Secretariat
5.1 Operate the telephone/switchboard, receive visitors and
provide hospitality as required.
5.2 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.
5.3 Sort, screen and distribute all mail.
5.4 Ensure the secure storage of valuable items and confidential
documentation.
5.5 Draft correspondence, obtain and update lists of guests,
issue invitations, prepare tickets and programmes as required for school
functions.
5.6 Maintain diaries, arrange appointments, meetings and provide
a secretarial service for all staff within the school.
5.7 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.
5.8 Keep staff, pupils and parents informed of matters relating
to school activities.
5.9 Service meetings and draft minutes as required.
6. Other Duties
6.1 Assist work placement students with practical tasks and
assignments within the school office (where appropriate).
6.2 Such other duties as may be assigned within the level of the
job.