NT/18/205. Permanent part-time Clerical Officer- 25 hpw. Saintfield High School, Ballynahinch. Candidate Information Pack

Transcription

1 NT/18/205 Permanent part-time Clerical Officer- 25 hpw Saintfield High School, Ballynahinch Candidate Information Pack

2 JOB DESCRIPTION POST: LOCATION: HOURS: Clerical Officer (Post available from 21 August 2018) Saintfield High School, Ballynahinch 25 hpw (8.30am 1.30 pm Monday- Friday) RATE OF PAY: per hour (NJC pts 6-13) (Flexible working arrangements are available during school holidays). RESPONSIBLE TO: The School Principal JOB PURPOSE: To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors. MAIN DUTIES AND RESPONSIBILITIES: 1 General Administrative Processes and Records 1.1 Operate manual and/or computerised information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc. 1.2 Complete and submit all returns/records as required. 1.3 Operate requisitioning procedures including the ordering, purchasing, receiving, checking, storage and distribution of resources. 2 Finance 2.1 Receive, receipt and account for all cash. 2.2 Bank monies and maintain banking records. 2.3 Communicate with relevant personnel and provide assistance in relation to financial procedures. 3 Reception, Secretarial and Secretariat 3.1 Operate the telephone/switchboard, receive visitors and provide hospitality as required. 3.2 Provide word processing/typing, filing, duplication and photocopying in support of administrative processes, including the use of , intranet, and internet facilities, where appropriate. 3.3 Sort, screen and distribute all mail. 3.4 Ensure the secure storage of valuable items and confidential documentation.

3 3.5 Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school. 3.6 Service meetings and draft minutes as required. 4 Other Duties 4.1 Assist work placement students with practical tasks and assignments within the school office (where appropriate). 4.2 Such other duties as may be assigned within the level of the post.

4 FLEXIBLE WORKING ARRANGEMENTS AVAILABLE OPTION 1 To work during school term plus up to two weeks annually. The timing of the additional two weeks is at the discretion of the Principal of the school. Payment will be for hours worked. OPTION 2 OR To work 52 weeks which will require you to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence. Duties will normally be provided by the school. However, where necessary, alternative work and/or training will be provided by the Board at any other such place of employment as may be reasonably required. OPTION 3 To work as for Option 2 with a further option to request periods of unpaid leave during extended school holidays or closures. OR

5 EDUCATION AUTHORITY PERSON SPECIFICATION POST: Clerical Officer ESSENTIAL DESIRABLE QUALIFICATIONS EXPERIENCE Applicants must have the following by the closing date for receipt of completed applications: 1a) A minimum of 5 GCSE s (Grades A C) or equivalent or higher in a Business/Administration or Finance; OR 1b) A minimum of 3 years experience in a paid capacity of working in an administrative role in an office environment including practical use of computers. It is desirable that applicant have the following by the closing date for receipt of completed applications: a) A minimum of 3 months experience in a paid capacity of working in an administrative role in a school environment; b) Experience of using the C2K system. KNOWLEDGE Knowledge of IT systems; Knowledge of the requirements of a Clerical Officer; Knowledge of general office administrative processes and records. SKILLS Organisational skills; Communication skills; Interpersonal 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; Flexible.

6 ESSENTIAL DESIRABLE OTHER REQUIREMENTS The criteria may be enhanced Application forms and associated documents may be downloaded from the Authority s website 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 details in relation to legislative requirements can be accessed on or 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. 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. Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order 2007 Canvassing will disqualify LATE OR FAXED APPLICATION FORMS WILL NOT BE ACCEPTED

7 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 to no later than 2.00 pm on the closing date for receipt of completed applications. If you are returning your application form by please ensure that the subject line is completed with the Job Reference Number. The Education Authority is an Equal Opportunity Employer

8 POSTS WITH FLEXIBLE WORKING OPTIONS 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. FLEXIBLE WORKING OPTIONS Detailed below are the specific conditions relating to the flexible working options available: OPTION 1 - To work during school term plus up to two weeks annually. The timing of the additional two weeks is at the discretion of the Principal of the school. Payment will be for hours worked. OPTION 2 - To work 52 weeks which will require you to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence. Duties will normally be provided by the school. However, where necessary, alternative work and/or training will be provided by the Education Authority at any other such place of employment as may be reasonably required. OPTION 3 - To work as for Option 2 with a further option to request periods of unpaid leave during extended school holidays or closures. 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.

9 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. In addition, there are normally 12 public and extra-statutory holidays in any leave year. The basic annual leave entitlement is increased after 5 years service in accordance with existing agreements. 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 days 28 days NJC Pts NJC Pts NJC Pts NJC Pts 49 and over 21 days 29 days 23 days 30 days 25 days 31 days 27 days 33 days 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 or scheduled work periods. Please see details below of annual leave entitlement in relation to flexible working option chosen: Option 1 Your annual leave entitlement for the full leave year will be paid annually as a supplement to the July salary. The timing of this payment is currently under review and may be subject to change. Option 2/3 You are required to take your annual leave entitlement during periods of school closure at a mutually agreed time between yourself and the Principal/Line Manager. For those who have chosen option 3, unpaid leave in excess of 20 days in any leave year will result

10 in an proportionate reduction in annual leave entitlement. The approval of the Principal/Line Manager must be obtained in advance of taking annual or unpaid leave. 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. Alternatively, where it is possible to work from another loaction, you may request to do so; though any such arrangement must be approved, in advance, by your Line Manager. OCCUPATIONAL SICK PAY 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, at the end of which, subject to a satisfactory report compiled by the appropriate Line Manager, an appointment is confirmed. SUPERANNUATION The Pension Scheme provided by the Education Authority is the LGPS (NI) which is administered by the Northern Ireland Local Government Officer s Superannuation Committee (NILGOSC). NILGOSC operates a qualifying pension scheme which meets or exceeds the Government s standards. The Education Authority currently operates automatic enrolment, whereby eligible employees are brought into the pension scheme but have the option to opt out if desired. Auto enrolment was introduced by the government to encourage people to save for their retirement. For more information please visit the NILGOSC website or contact NILGOSC on telephone number or by info@nilgosc.org.uk. RETIREMENT Employees who contribute to the Local Government Pension Scheme, can retire and receive benefits in full once retirement age is reached. Further information is available from Human Resource Services.

11 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. CODE OF CONDUCT Failure to comply with the Code of Employment may be considered a disciplinary offence and/or could result in the offer of employment being withdrawn and/or could result in dismissal. A copy of the current Code of is available from the Education Authority Human Resources Services. UNDERTAKING WORK IN ADDITION TO THIS POST Employees intending to undertake any other paid employment or work should, prior to undertaking the other work, notify the Education Authority of their intention to do so. Other employment can only be undertaken where the Education Authority has granted written approval. 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. OTHER POLICIES AND PROCEDURES Other policies and Procedures are available from Human Resource Services on request or available to view on the Education Authority website