Job Ref Number: NT/19/294

Senior Clerical Officer

Fane Street Primary School, Belfast

Candidate Information Pack

Contents

Section 1 Background and Context

Section 2 Job Description

Section 3 Person Specification

Section 4 Regulated Qualifications Framework – England, Wales and

Northern Ireland (Regulated by OFQUAL)

Section 5 Summary of Terms and Conditions of Service

Section 6 Candidate Information

Section 1 - Background and Context

The Education Authority (EA) wants every child to have an outstanding education. The EA was established under the Education Act (Northern Ireland) 2014 and became operational on 1 April 2015. It is a non-departmental public body sponsored by the Department of Education and the Department for the Economy. The EA is responsible for ensuring that high quality primary and secondary education services are available to meet the needs of children and young people, and for support for the provision of efficient and effective youth services. These services were previously delivered by five Education and Library Boards (ELBs). The organisation employs over 39,000 people across Northern Ireland in a wide variety of roles including teachers in controlled schools, school-based support staff and staff in administrative headquarters.

The work we do impacts the lives of tens of thousands of children, young people and their families every day. The services we provide are essential in supporting, encouraging and facilitating learning within our communities to develop generations of young people who are equipped to succeed in life and work in the modern world. As a public sector organisation, we must continue to deliver these vital services in a challenging environment of increasing financial pressure and under intense public scrutiny.

Section 2 - Job Description

Post: Senior Clerical Officer Status: Temporary (4 November – 30 June 2020 to cover a period of maternity

leave, this may be subject to extension or review.) Location: Fane Street Primary School, Belfast Hours: 30 hpw (Monday – Friday 8.30am – 3pm) Rate of Pay: £10.0126 - £10.2129 per hour. NJC Pts 5 - 6 Responsible to: The Principal through the designated Line Manager 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. Note: This is a discretionary element of the job description. The grade may be awarded if supervision is not a

component of the post. 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 Education Authority 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.

Evaluated: April 2000

Section 3 - Person Specification

ESSENTIAL DESIRABLE

QUALIFICATIONS

The following criteria will be applied at shortlisting. Applicants must have the following by the closing date: 1a) A minimum of 5 GCSE’s

(Grades A* – C) or equivalent (RQF Level 2)or higher qualification in Business/

Administration or Finance¥; AND

A minimum of 1 years’ experience in a paid capacity of working in an administrative role in an office environment to include the practical use of computers;

OR 1b) A minimum of 3 years’

experience in a paid capacity of working in an administrative role in an office environment to include the practical use of computers

AND 2) A minimum of Pearson LCCI

Level 2 Award in Text Production or OCR/RSA Stage 2 Text Processing/Word Processing/Typewriting (parts 1 and 2) or equivalent or higher≠.

¥ Please refer to Section 4 for equivalent or

higher levels of qualifications.

≠ Please refer to the qualifications

download for equivalent or higher qualifications.

Preference may be given to those applicants who have:

A minimum of 6 months’ experience in a paid capacity of working in an administrative role in the education sector;

A minimum of 6 months’ experience in a paid capacity of using Microsoft Word in an office environment;

Experience of using the C2K School Information Management System (SIMS).

The Board of Governors reserves the right to enhance the criteria if necessary in order to facilitate a manageable shortlist.

ESSENTIAL DESIRABLE

KNOWLEDGE

Knowledge of the requirements of a Senior Clerical Officer;

Knowledge of general office administrative processes and records;

Knowledge of IT systems;

Knowledge of purchasing and supplies administration;

Knowledge of people management issues (if supervising duties included).

SKILLS

Organisational skills;

Communication skills;

Interpersonal skills;

ICT skills.

PERSONAL QUALITIES

Internal and external customer focused approach;

Confidentiality;

Ability to work as a member of a team;

Ability to use own initiative;

Approachable;

Ability to work under pressure to strict deadlines;

Ability to manage conflicting priorities;

Flexible.

OTHER

REQUIREMENTS

Willingness to undertake job related training as and when required.

Section 4 – Regulated Qualifications Framework – England, Wales and Northern Ireland (Regulated by OFQUAL)

RQF Level Example qualification Further and Higher Education qualifications of UK Degree-Awarding Bodies

Level 2 GCSE Grades A* - C

CSE Grade 1

Level 2 Award

Level 2 Certificate

Level 2 Diploma

Level 2 NVQ

Level 2 ESOL

Level 2 Essential Skills

Level 2 Functional Skills

Level 2 National Certificate

Level 2 National Diploma

Music Grades 4 and 5

Level 3 A Level

Access to Higher Education Diploma

AS Level

Applied General

International Baccalaureate Diploma

Level 3 Award

Level 3 Certificate

Level 3 Diploma

Level 3 ESOL

Level 3 National Certificate

Level 3 National Diploma

Music Grades 6,7 and 8

Level 4 Higher National Certificate

Level 4 Award

Level 4 Certificate

Level 4 Diploma

Level 4 NVQ

Certificate of Higher Education

Higher National Certificate (awarded by a degree-awarding body)

If you have studied for a qualification in Scotland or in another country please contact the relevant Recruitment and Resourcing Office to check the equivalency of your qualification.

RQF Level Example qualification Further and Higher Education qualifications of UK Degree-Awarding Bodies

Level 5 Higher National Diploma

Level 5 Award

Level 5 Certificate

Level 5 Diploma

Level 5 NVQ

Foundation degree

Diploma of Higher Education

Higher National Diploma (awarded by a degree-awarding body)

Level 6 Level 6 Award

Level 6 Certificate

Level 6 Diploma

Level 6 NVQ

Bachelor’s degree

Graduate Certificate

Graduate Diploma

Professional Graduate Certificate in Education

Level 7 Level 7 Award

Level 7 Certificate

Level 7 Diploma

Level 7 NVQ

Master’s Degree

PGCE

PGDip

PGCert

Level 8 Level 8 Award

Level 8 Certificate

Level 8 Diploma

PhD/DPhil

Professional Doctorates

Section 5 – Summary of Terms and Conditions of Service

SUMMARY OF TERMS AND CONDITIONS OF SERVICE The Conditions of Service are determined by the National Joint Council (NJC) for Local Government Services. HOURS Please refer to the Candidate Information Pack for hours relating to the post. The full-time hours for an EA employee is 36 hours per week. Employees are required to work such hours as are necessary for the efficient discharge of the duties of the post. REMUNERATION Details relating to the salary scale/rate of pay are in accordance with the agreement relating to your grade. Your hours of work exclude meal breaks. The Candidate Information Pack provides the salary scale/rate of pay relating to the post. EA employees are paid by Bankers Automatic Clearing System (BACS) on a monthly basis. Employees must have a current bank account and provide details prior to the first date of commencement of employment. ANNUAL LEAVE, PUBLIC HOLIDAYS AND EXTRA-STATUTORY HOLIDAYS In accordance with the Working Time Regulations (Northern Ireland) 1998 (as amended), all employees have a statutory entitlement to a minimum of 5.6 weeks paid holiday. The basic annual leave entitlement is increased after 5 years’ service in accordance with existing agreements. In addition, there are normally 12 public and extra-statutory holidays in any leave year. Employees who work less than a 5 day/36 hour week, and/or fewer than 52 weeks per annum, will have an entitlement to leave that is pro rata to the hours, days and weeks worked.

Salary range Minimum

Entitlement After 5

years’ service

NJC Pts 4 – 17

21 days 28 days

NJC Pts 18 – 25

21 days 29 days

NJC Pts 26 – 36

23 days 30 days

SCHOOL BASED – 52 WEEK CONTRACT

The leave year extends from 1 April in one year to 31 March the following year. New entrants will be entitled to leave proportionate to the completed months of service during the first year of entry. School based employees are not permitted to take annual leave during term-time. In the event that the location, at which you are based, closes over a holiday period, you will be required to take annual leave accordingly. SICK PAY The Education Authority will pay statutory sick pay (SSP) provided an employee satisfies the rules governing this payment. Occupational sick pay is paid in accordance with NJC Conditions of Service. Employees who work less than a 5 day/36 hour week, and/or fewer than 52 weeks per annum, will have an entitlement that is pro rata to the hours, days and weeks worked. MATERNITY, ADOPTION, PATERNITY AND PARENTAL LEAVE The Education Authority has Schemes in operation for the provision of Maternity, Adoption, Paternity and Parental leave. Further information is available from Human Resource Services. PROBATIONARY PERIOD The first 26 weeks of service is defined as the probationary period. SUPERANNUATION The Pension Scheme provided by the Education Authority is the Local Government Pension Scheme (LGPS) (NI) which is administered by the Northern Ireland Local Government Officer’s’ Superannuation Committee (NILGOSC). Membership of the Local Government Pension Scheme for Northern Ireland is available. The Education Authority will enrol you in the Scheme on a contractual basis provided your contract lasts for more than 3 months and contributions towards the scheme will be deducted from your pay. In addition, the Education Authority has a statutory obligation to automatically enrol you in the Scheme provided you meet the eligibility criteria at any time during your employment. Information and assistance on automatic enrolment is available from the Education Authority Human Resources Section. If you do not wish to remain in the Scheme you may opt out at any time.

For more information on being a member of the Scheme please visit the NILGOSC website: www.nilgosc.org.uk or alternatively contact the NILGOSC office as follows: In person: Templeton House, 411 Holywood Road, Belfast, BT4 2LP Telephone: 0345 3197 325 Fax: 0345 3197 321 E-mail: info@nilgosc.org.uk RETIREMENT Further information is available from Human Resource Services. NOTICE PERIOD The minimum period of notice employees are required to give to terminate employment is not less than 1 calendar month/4 weeks. Employees on salary NJC Pt. 42 and above (or equivalent) are required to give 3 calendar months’ notice. UNDERTAKING WORK IN ADDITION TO THIS POST The Working Time Regulations 1998 implement a maximum working week of 48 hours and although not expressly stated within the Regulations, UK Government guidance has made clear this total applies cumulatively to all employment held by the individual, not separately to each job. Taking the Working Time Regulations and Health and Safety obligations into consideration employees who intend to undertake or have secondary employment should notify the Education Authority in writing of the nature of the role, the number of hours worked and the times that the additional post/s is/are worked. CHILD PROTECTION The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. Appointment to a post defined as ‘regulated activity’ is subject to a satisfactory outcome of the vetting procedure, including receipt of a satisfactory Enhanced Disclosure Certificate from AccessNI which currently costs £33. Please note that successful candidates will be expected to meet the cost. PRIVACY NOTICES Detailed Privacy Notices are published on the EA website www.eani.org.uk/privacy which provide further information on how EA processes your personal information as well as detail on how to contact us if you have any questions. If you are unable to access the EA Privacy Notices, please contact human resources and copies will be provided. OTHER POLICIES AND PROCEDURES Other policies and Procedures are available from Human Resource Services on request.

Section 6 – Candidate Information Candidate Privacy Notice Prior to completion of your application form you must read the Education Authority’s Candidate Privacy Notice. In Section C of the application form you will be required to indicate that you have read and understood this privacy notice. Failure to do so will result in EA not processing your application form. Application Pack Please refer to the Applicant Guidance Notes prior to the completion of an application form. Please note that Education Authority application forms and candidate information packs have been created for use with Adobe Acrobat software only. If you do not have this software it can be downloaded free of charge using the following link – https://get.adobe.com/uk/reader Please note that whilst you may be able to open the form using an internet web browser, if you proceed to complete your form in this format, your form may become corrupted and you may experience difficulty in completing or successfully emailing the form to the EA recruitment mailbox. The Education Authority is unable to take responsibility for application forms not received in the EA recruitment mailbox by the closing deadline or any corrupted application form due to the use of incorrect software. In addition, if your form omits information or is unreadable for any reason, it may not be considered. Applicants MUST therefore use Adobe Acrobat to complete the application form and ensure that the form has been completed properly before submitting. Additional Guidelines

Applicants are reminded that they must only use the application form attached to the vacancy, failure to do so may render an application invalid.

Applicants must only use the boxes provided on the application form.

The application form is set to be completed in Arial font size 10, applicants must only use this font when completing their form.

CVs, letters or any other supplementary material will not be accepted in place of, or in addition to, completed application forms.

Incomplete or altered application forms will not be considered.

Links to application forms stored through cloud based storage systems, eg. Google Drive, iCloud, OneDrive will not be accepted, you must attach the application form in the email.

Additional information received after the closing date will not be considered. It is therefore essential that applicants demonstrate on their application form how they satisfy the selection criteria outlined in the person specification.

2

At present completed application forms cannot submitted on-line. Application forms can however be completed electronically and returned by email. Any candidates experiencing difficulties completing the application form due to a disability or who have any queries regarding the recruitment process should contact the appropriate office as indicated in the job description. It is essential that you fully describe in the application form how you meet the criteria sought. Please provide detailed information against each requirement, providing dates and ensuring that where requirements are time bounded (eg. 1 year within the last 5 years) you provide detail and dates that fully satisfy the requirement. It is not appropriate to simply list the various posts that you have held. Assumptions will not be made from the title of your post. Please complete and return your application form and Equal Opportunities Questionnaire by post/hand delivering to the Equal Opportunities Unit, Education Authority, Grahamsbridge Road, Dundonald, Belfast, BT16 2HS or alternatively by e-mail to earecruitment@eani.org.uk no later than 2.00 pm on the closing date for receipt of completed applications. If you are returning your application form by e-mail please ensure that the subject line is completed with the Job Reference Number which is identified on the first page of the application form. Late or faxed application forms will not be accepted Canvassing Any applicant who is found to have approached a panel member regarding a post with a view to seeking favourable treatment will be disqualified. Equal Opportunities The Education Authority is fully committed to the promotion of equality of opportunity in employment to all. We aim to select the best person for the job and all recruitment decisions will be made objectively. Issuing of Correspondence All correspondence regarding the selection process will be forwarded to you via e-mail where an e-mail address is provided on your application form. It is important that the e-mail address you supply on your application form is your preferred e-mail address for receipt of correspondence. References This appointment will be subject to satisfactory references being received. One reference should be from a person who is able to comment on your suitability to work with children/young people in an educational setting. The Education Authority (EA) will seek references from present/previous employers for posts involving ‘regulated activity’.

3

Disclosure of Criminal Background If you have been appointed for a post that involves ‘regulated activity’ under the Safeguarding Vulnerable Groups (NI) Order 2007, 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, which is currently £33. 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