SC17/25/05 EDUCATION AUTHORITY BELFAST JOB DESCRIPTION POST: LOCATION: RESPONSIBLE TO: REQUIREMENTS: Senior Clerical Officer Black Mountain Primary School Black Mountain Place BELFAST BT13 3TT The Principal Essential Applicants must at the closing date: (i) hold a minimum of OCR level 2 Text Processing (with either the Word Processing, Audio Transcription or Typewriting Intermediate unit) or RSA Stage II Word Processing/Typewriting (parts 1 & 2) or equivalent examination qualification; and (ii) hold a minimum of four GCE O level or GCSE passes grades A* - C (one of which must be English and/or one of which must be mathematics) or relevant equivalent or higher examination qualifications OR have a minimum of three years relevant experience. The panel reserves the right to enhance these criteria. Desirable It is desirable that applicants at the closing date: (i) have experience of using an area networked management system eg C2k/SIMS; and/or (ii) have experience of using computerised financial systems; and/or (iii) have financial experience including handling cash and record keeping i.e. receiving, receipting, accounting for all monies and maintaining proper banking records; and/or (iv) have experience of using Microsoft Word and/or Excel in an office environment; and/or (v) have experience of providing secretarial support to a school principal; and/or (vi) hold a minimum of NVQ level 3 or BTEC National in business/administration or finance or relevant equivalent or higher examination qualification. DUTIES: HOURS: As attached 30 per week HOURLY RATE: 8.94-9.47
Flexible working arrangements are available during school holidays. Further information will be issued to the successful candidate. Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order 2007. The successful applicant will require an enhanced disclosure check which at present costs 33. Further details regarding the payment of this check will be issued with the contract of employment. NB Notes of guidance are attached. The closing date for receipt of applications is 2PM ON FRIDAY 7 JULY 2017. Please note it is anticipated that Interviews will be held week commencing 28 August 2017.
EDUCATION AUTHORITY BELFAST GENERIC JOB DESCRIPTION POST TITLE: Senior Clerical Officer (SCP 14-17) LOCATION: RESPONSIBLE TO: RESPONSIBLE FOR: Black Mountain Primary School The School Principal Maximum of five staff (see paragraph 1 below). JOB PURPOSE: To be responsible for the organization and day to day management of the school office and for providing administrative, clerical and secretarial support to the principal and staff of the school. MAIN DUTIES AND RESPONIBILITIES: 1. Supervision 1.1 Supervision of office staff including the management and allocation of duties. 1.2 Identification and provision of training to office staff. 2. General Administrative Processes and Records 2.1 Development and operation of manual and/or computerised systems required for record keeping in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc. 2.2 Completion and submission of all returns/records as required. 2.3 Contact with staff from DE, EA and other bodies as required to receive and provide information. 3. Purchasing and Supplies Administration 3.1 Operation of requisitioning procedures. 3.2 Effective ordering of goods and services in accordance with financial regulations, standing orders and any contract arrangements developed by the Board of Governors or the education and library board. 3.3 Stock control of stationery and equipment. 3.4 Arranging for the maintenance of equipment in association with other school and EA staff. 4. Finance 4.1 Receive, receipt and account for all cash. 4.2 Bank monies and maintain banking records. 4.3 Liaise with EA officers and provide assistance. 5. Reception, Secretarial and Secretariat 5.1 Operating the telephone/switchboard, receive visitors and providing hospitality as required. 5.2 Provision of word processing/typing, intranet and internet facilities, where appropriate, filing, duplication and photocopying word processing in support of administrative processes, including the sorting, screening and distribution of mail, recording and dispatching out-going mail including materials handled by companies other than the royal mail. 5.3 Ensuring the secure storage of valuable items in the safe room. 5.4 Drafting correspondence, obtaining and updating lists of guests, issuing invitations, preparing of tickets and programmes as required for school functions.
5.5 Maintain diaries, arrange appointments, meetings and generally providing a secretarial service for senior managers within the school. 5.6 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. 5.7 Keep staff, pupils and parents informed of matters relating to school activities. 5.8 Service meetings and draft minutes as required. 6. Other duties 6.1 Assist NVQ and GNVQ work placement students with practical tasks and assignments within the school office. Support students during work experience placement in school office, as required. It is acknowledged that the contents of this generic job description are not subject to appeal. June 1999
EDUCATION AUTHORITY - BELFAST PERSON SPECIFICATION POST: Senior Clerical Officer - Black Mountain Primary School QUALIFICATIONS/ EXPERIENCE KNOWLEDGE ESSENTIAL hold a minimum of OCR level 2 Text Processing (with either the Word Processing, Audio Transcription or Typewriting Intermediate unit) or RSA Stage II Word Processing/Typewriting (parts 1 & 2) or equivalent examination qualification hold a minimum of four GCE O level or GCSE passes grades A* - C (one of which must be English and/or one of which must be mathematics) or relevant equivalent or higher examination qualifications OR have a minimum of three years relevant experience knowledge of IT systems knowledge of the requirements of a Senior Clerical Officer knowledge of general office administrative processes and records DESIRABLE have experience of using an area networked management system eg C2k/SIMS have experience of using computerised financial systems have financial experience including handling cash and record keeping i.e. receiving, receipting, accounting for all monies and maintaining proper banking records have experience of using Microsoft Word and/or Excel in an office environment have experience of providing secretarial support to a school principal hold a minimum of NVQ level 3 or BTEC National in business/administration or finance or relevant equivalent or higher examination qualification
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 interpersonal skills approachable ability to work under pressure to strict deadlines flexible OTHER REQUIREMENTS
CONTRACT OF EMPLOYMENT SCHOOL-BASED EMPLOYEES OPTIONS Belfast Office Statement of Main Particulars of Terms and Conditions of Service issued in compliance with the Employment Rights (Northern Ireland) Order 1996 (as amended) and the Employment (NI) Order 2003 Part 2 1. Introduction In compliance with the Employment Rights (Northern Ireland) Order 1996 and the Employment (Northern Ireland) Order 2003, this statement sets out the main terms and conditions of your contract of employment with the Education Authority as the Employing Authority and the Board of Governors of the school as the Employer, that are relevant at the date of issue. 2. Place of Work You will serve in the post and at the location specified in Part 1 of this document, or in any post appropriate to your grade at such other place of employment in the service of the Education Authority as may be reasonably required. You will not be required to work outside of the United Kingdom for more than one month. 3. Recognition of Period of Continuous Employment Your period of continuous service is stated in Part 1 of this document. Details relating to recognised employers are contained in the Redundancy Payments (Continuity of Employment in Local Government etc.) (Modification) Order (NI) 1999 4. Conditions of Service/Collective Agreements Your terms and conditions of employment, including certain provisions relating to your working conditions are covered by collective agreements negotiated and agreed with Trade Unions and Staff Associations (see paragraph 12 below), which are recognised by the Education Authority for collective bargaining purposes in respect of the employment group to which you belong. These conditions are embodied in the Scheme of Conditions of Service relating to your employment group, and in other documents, all of which are available to you through the Education Authority Human Resources Section. From time to time variations in your terms and conditions of employment will result from negotiations and agreement with the Trade Unions and Staff Associations and these changes will be incorporated in the documents to which you have access. The Education Authority undertakes to ensure that all future changes in the terms and conditions of service will be entered into these documents within 28 days of the change being agreed. All agreed changes will be detailed on the Education Authority website. Each Education Authority policy/procedure, that is current at any given time, is available on the Education Authority intranet or through the Education Authority Human Resources Section.
5. Probationary Service Your first 26 weeks of service will be probationary, at the end of which, subject to a satisfactory report by your Principal/Line Manager, your appointment will be confirmed. If you do not maintain the required standard of performance, conduct or regular punctual attendance during this probationary period (or any period of extension agreed by your Principal/Line manager), the Education Authority reserves the right to terminate your employment during, or at the end of, the probationary period. 6. Options Detailed below are the specific conditions relating to the options available, those applicable are dependent upon the option selected as specified in Part 1 of this document. 52 week contract (option 1) You are contracted to work all year round (52 weeks per year). An annual leave sheet will be issued to the school stating your annual leave entitlement. Annual leave must be used during periods of school closures ie Christmas, Halloween, Summer etc and not during term time. It is the responsibility of the employee to seek approval to take annual leave and inform the school office accordingly via the annual leave sheet. On receipt of your annual leave sheet, dates will be transferred onto the timesheets and result in payment. During periods of school closures where you have opted not to take annual leave you are required to report to work as normal and will work the same contractual hours as during term time. If your school cannot facilitate work for you when required, it is your responsibility to notify human resources and arrangements will be made to facilitate your working in another location for that period. 52 week contract with the option of unpaid leave (option 2) You are contracted to work 52 weeks per year however you have the flexibility to take unpaid leave as well as annual leave during periods of school closures. An annual leave sheet and unpaid leave sheet will be issued to the school stating your annual leave entitlement. Annual leave must be used during periods of school closures ie Christmas, Halloween, Summer etc and not during term time. It is the responsibility of the employee to seek approval to take annual and unpaid leave and inform the school office accordingly via the annual leave and unpaid leave sheet. On receipt of your annual leave and unpaid leave sheet, dates will be transferred onto the timesheets and result in correct payment. During periods of school closures where you have opted not to take annual leave or unpaid leave you are required to report to work as normal and will work the same contractual hours as during term time. If your school cannot facilitate work for you when required, it is your responsibility to notify human resources and arrangements will be made to facilitate your working in another location for that period.
7. Remuneration Details relating to your current salary and hours of work are specified in Part 1 of this document, and are in accordance with the agreement relating to your grade. Your hours of work exclude meal breaks. Operational arrangements for breaks will be in accordance with the practice at your location of work, and will take account of the working time regulations. Your working hours/pattern are as agreed for your place of work or grade of employment and are subject to amendment, at the Education Authority s discretion and in consultation with Trade Unions, to meet the exigencies of the service. Overtime, if applicable, for work in excess of 36 hours per week is payable in accordance with the Scheme of Conditions of Service referred to in paragraph 4 above. You will be paid either four-weekly or monthly, as specified in Part 1 of this document, by Bankers Automatic Clearing Service (B.A.C.S.) to your Bank or Building Society Account. The Education Authority reserves the right to recover any overpayment of your salary from deduction of such overpayments from salary/monies due to you. This contract of employment may be amended at any time by virtue of collective agreements, referred to in paragraph 4 above. 8. 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. Those employees working less than a 5 day/36 hour week and/or fewer than 52 weeks per annum are entitled to the same level of paid holiday on a pro rata basis. Your contractual annual leave entitlement, as specified on Part 1, plus your entitlement to public and extra-statutory holidays, exceeds the minimum legal entitlement of 5.6 weeks. The basic full-time annual leave entitlement [exclusive of public and extra-statutory holidays] is detailed in the table below. Grade or Equivalent NJC Pts 4 17 Minimum Entitlement After 5 years service Scales 1(a), 1(b), 1(c),/Clerk Typist/Clerical Officer/ 21 days 28 days Senior Clerical Officer/Technician1/Technician 2 NJC Pts 18 25 Executive Officer 21 days 29 days Technician 3
NJC Pts 26 36 Senior Executive Officer/Administrative Officer/ 23 days 30 days Technician 4 NJC Pts 38 49 Senior Administrative Officer/ Assistant Principal Officer/ 25 days 31 days Principal Officer NJC Pts 49 and over Senior Principal Officer/ Education Officer/Assistant Senior Education Officer/ Head of Department 27 days 33 days The leave year extends from 1 April in one year to 31 March the following year. As a new entrant, you will be entitled to leave proportionate to the completed months of service during your first year of entry. Option 1 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. You are not permitted to take annual leave during school term or scheduled work periods. The approval of the Principal/Line Manager must be obtained in advance of taking annual leave. Option 2 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. You are not permitted to take annual leave during school term or scheduled work periods. 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; providing you have been given notice of the planned closure. Alternatively, where it is possible to work from another location, you may request to do so; though any such arrangement must be approved, in advance, by your Principal/Line Manager. Your entitlement to leave is as defined in the documents referred to in 4 above. Your basic entitlement to annual leave is specified in Part 1 of this document. Where your employment commences on any date other than the first day of April, your revised annual leave entitlement for the current leave year (pro rata to your full entitlement, as your service will be for less than a full leave year) is specified in Part 1 of this document. This basic 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. If you work less than a 5 day/36 hour week, and/or fewer than 52 weeks per annum, you will have an entitlement to leave that is pro rata to the hours, days and weeks that you work. Where more public and extra-statutory holidays occur on your working days than can be covered by your pro rata entitlement, the remaining days will need to be covered by annual leave or unpaid leave.
For example Grade Senior Administrative Officer Working hours 21.6 hours/week (i.e. 3 5 of 36 hours) Working pattern Monday Tuesday and Wednesday (7.2 hours each day) Basic Annual Leave entitlement 15 days (25 days pro rata) Public and extra-statutory holidays entitlement Full leave entitlement 7 ½ days (12 days pro rata) 22 ½ days If you work irregular hours, your leave entitlement may be calculated, approved and recorded in hours rather than days. For example Grade Working hours Working pattern Senior Administrative Officer 21.6 hours/week on average Irregular (i.e. 3 5 of 36 hours) Basic Annual Leave entitlement 108 hours (180 hours pro rata) Public and extra-statutory holidays entitlement Full leave entitlement 52 hours (86.5 hours pro rata) 160 hours In the event that you leave employment, your annual leave entitlement will be calculated on the basis of completed months served in the current leave year and the Education Authority will adjust your final salary/wage payment to take account of annual leave entitlement over or under taken. In cases where the final salary payment is insufficient to meet this cost, you will be required to reimburse the Education Authority accordingly. 9. Occupational Sick Pay
The Education Authority supports the principle of providing for sickness absence and payment of such absence. However, within the provisions for sickness leave and payment, the Education Authority will reserve the right to monitor absence and take all action considered reasonable to assist employees and control absence levels. This may include requesting medical examinations, interviewing absentees and, where appropriate, terminating employment in accordance with the relevant Education Authority procedures which are available from the Education Authority Human Resources Section. If you are absent from work as a result of an injury attributable to the negligence of a third party, you must notify the Education Authority about the accident. Where a claim for damages is to be made, you must include in any such claim a specific amount for loss of earnings, and on payment of the claim, you must refund to the Education Authority the sick pay advanced to you if recovery of these monies is successful. You are required to accurately detail your state of health on the pre-employment Health Declaration Form. Failure to do so may be considered a disciplinary offence and/or could result in the offer of employment being withdrawn and/or could result in dismissal. Your entitlement to Occupational Sick Pay, which comprises statutory payments and payments under the Occupational Sick Pay Scheme, less any deduction under the NJC Pay and Conditions of Service as appropriate, is as follows: Length of Service During 1st year of service During 2 nd year of service During 3 rd year of service During 4 th and 5 th years service After 5 years service Entitlement 1 month s full pay and, after completing 4 months service, 2 months half pay 2 months full pay and 2 months half pay 4 months full pay and 4 months half pay 5 months full pay and 5 months half pay 6 months full pay and 6 months half pay NB: full pay is the full normal amount payable to that employee. If you work less than a 5 day/36 hours week and/or fewer than 52 weeks per annum, your entitlement will be pro rated accordingly. Entitlement is calculated on the basis of absence in the 12 month period immediately before your period of sickness absence. Reduction to half pay will be implemented on completion of payment of full pay entitlement. If you are absent due to illness, you are required to notify your Principal/Line Manager immediately and submit appropriate documentation to cover the absence in accordance with the Managing Attendance Procedure. The Education Authority reserves the right to withhold payments where absence is not correctly notified, or where relevant documentation has not been received by the Education Authority.
Abuse of the sick pay scheme will be dealt with under the Disciplinary Procedure. The Education Authority Occupational Sick Pay Scheme and the Disciplinary Procedures are available on the Education Authority intranet or through the Education Authority Human Resources Section. 10. Notice The minimum period of notice to which you are entitled under the Employment Rights (NI) Order 1996 is as follows: Period of Continuous Employment Minimum Notice 1 month or more but less than 2 years 1 week 2 years or more but less than 12 years 1 week for each year of continuous employment 12 years or more not less than 12 weeks notice Where the Education Authority is required to give you notice, the Education Authority will provide notice in accordance with the statutory entitlement outlined above, unless employment is terminated on the grounds of summary dismissal for gross misconduct. The minimum period of notice of termination of your employment, which you are required to give, 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. You may not be required to work your notice period, and the Education Authority reserves the right to pay salary to you in lieu of part or all of your notice period. 11. Retirement If you contribute to the Local Government Pension Scheme, you can retire and receive your benefits in full once you have reached retirement age. You must advise your Principal/Line Manager in writing at least 4 months prior to your intended date of retirement in order to meet NILGOSC deadlines for pension release. Further information is available from the Education Authority Human Resources Section. 12. Superannuation 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.
13. Trade Union Membership The Education Authority supports the established system of collective bargaining and believes in the principles of solving industrial relations problems by discussion and agreement. For practical purposes, it is considered this can only be conducted through negotiations by representatives of the employer and employees. You have the right, and are encouraged by the Education Authority, to join a recognised independent Trade Union/Staff Association and to take part in its activities. Details of the independent Trade Unions and Staff Associations, that are recognised by the Education Authority and represented on the appropriate negotiating body, are available to you through the Education Authority Human Resources Section. 14. Grievance Procedure If you have a grievance relating to your employment, please refer to the Education Authority procedure. A hard copy of the procedure is attached, and is current on the date of issue. In accordance with paragraph 4 above, the Education Authority may negotiate and agree variations to terms and conditions; and the Grievance Procedure that is current at any given time is available through the Education Authority Human Resources Section. 15. Disciplinary Procedure The Procedure that the Education Authority is required to follow, in the event of having to take disciplinary action against you, is set out in the document attached to this Statement. The copy of the procedure attached is current on the date of issue, and includes the disciplinary rules. In accordance with paragraph 4 above, the Education Authority may negotiate and agree variations to terms and conditions, and the Disciplinary Procedure that is current at any given time is available through the Education Authority Human Resources Section. 16. Harassment in the Workplace The Education Authority is committed to providing a safe and harmonious working environment and recognises that employees have the right to be treated with dignity and respect. You are required to undertake your duties in a professional manner, to comply with all reasonable instructions and to co-operate in the promotion of harmonious working relationships. A Policy Statement and Code of Practice on measures to combat harassment in the workplace is available on the Education Authority s Intranet, or through the Education Authority Human Resources Section. 17. Maternity/Paternity/Adoption/Parental Leave Provisions There are Schemes in operation for the provision of Maternity, Adoption, Paternity and Parental leave. You are advised that there are time limits for notification, and further details of these Schemes are available on the Education Authority Intranet, or through the Education Authority Human Resources Section. 18. Job Evaluation The Education Authority operates a Job Evaluation Scheme, which is covered by a collective agreement negotiated and agreed by the Trade Unions. While in the employment of the Education Authority, if your post is upgraded as a result of job evaluation, you will receive the increased wage/salary and any backdating agreed in accordance with the scheme. 19. Undertaking Work in Addition to This Post If you are intending to undertake any other paid employment or work you should, prior to undertaking the other work, notify the Education Authority of your intention to do so. This other work can only be undertaken where the Education Authority has granted written approval. Such
work will not normally be of concern provided that it does not, in the view of the Education Authority, conflict with the interests of the Education Authority, or detrimentally affect the interests of the Education Authority, or in any way weaken public confidence in the conduct of the business of the Education Authority, or breach current employment legislation including the Working Time Regulations (Northern Ireland) 1998. If, on commencing this post, you are already undertaking other paid employment that you intend to continue, you should notify the Education Authority as outlined above. 20. Whistleblowing The Education Authority is committed to the highest standards of openness, probity and accountability in the delivery of its services. Whilst the Education Authority has put in place a wide range of rules, regulations, procedures and codes of practice to deliver its commitments, malpractice, abuse and/or wrongdoing may unfortunately still occur. The Education Authority does not tolerate any such malpractice, abuse or wrongdoing, and encourages anyone who has any knowledge of such to raise their concerns. If you have any such concerns, details of how to report such matters are contained in the Whistleblowing Policy, copies of which are available through the Education Authority Human Resources Section. 21. 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. It is a criminal offence for any individual on any barred list or who is the subject of a disqualification order from the courts; to apply for, offer to do, accept or do any work in a post involving regulated activity, paid or unpaid. 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. If your post involves any regulated activity, you are required to inform your Principal/Line Manager if, during your employment, you become the subject of an investigation into an allegation that involves matters of child protection; or if you are subject to police caution, bind over or conviction for any offence that could impact upon your suitability to work in regulated activity. Failure to do so will be considered a most serious breach of discipline. 22. Special Educational Needs Where a post is funded to meet the special educational needs of a specific child or children as indicated in Part 1 of this document, the following conditions will apply: The post will be subject to annual or more frequent review as necessary in order to meet the needs of the child or children concerned. The post will be subject to termination, increase or decrease in hours as the special educational needs dictate. 23. Full List of Terms and Conditions of Service This is not a complete list of your terms and conditions of employment. Further information on terms and conditions is available, on request, from the Education Authority Human Resources Section. Revised 1 April 2015