Clerical Officer​/Sixth Form Study Supervisor; Maternity Cover

JOB DESCRIPTION

JOB TITLE: Clerical Officer / Sixth Form Study Supervisor

REPORTS TO: The Principal

JOB PURPOSE: To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors, and to supervise the sixth form area, ensuring conditions conducive to study.

• Supervise senior pupils during study periods and examinations, maintaining a quiet academic environment.
• Maintain and advise on mechanisms to improve the study environment.
• Communicate with teaching staff regarding pupil behaviour and absenteeism.
• Ensure pupils maintain tidy work areas and report any damage.

• Operate manual and computerised information systems relating to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
• Complete and submit all required returns and records.
• Manage requisitioning procedures, including ordering, purchasing, receiving, checking, storage and distribution of resources.
• Maintain stock of reference books in sixth form studies.
• Assist with school administration as required.

• Receive, record and account for all cash.
• Bank monies and maintain banking records.
• Communicate with relevant personnel and assist with financial procedures.

• Operate the telephone/switchboard, receive visitors and provide hospitality.
• Provide word processing, filing, duplication and photocopying support, including use of email, intranet and internet facilities.
• Sort, screen and distribute all mail.
• Ensure secure storage of valuable items and confidential documentation.
• Maintain diaries, arrange appointments and meetings, and provide secretarial service for all staff.
• Service meetings and draft minutes as required.

• Assist work placement students with practical tasks and assignments within the school office.
• Participate in relevant training as required.
• Implement all school policies and procedures.
• Perform any other duties assigned within the level of the post.

• Hold a minimum of five GCSE passes (Grades A*-C) including English Language and Mathematics, or an equivalent qualification.
• Have at least one year of demonstrable experience in a school environment.
• Proficiency with computer packages including Microsoft Word, Excel, PowerPoint and Outlook.
• Evidence of time‑management and organisational skills.
• Customer‑focused approach to work.
• Ability to work effectively both independently and as a team member.
• Sound interpersonal and communication skills.
• Reflection of the school’s values and ethos.

• Minimum of six months experience working in a school environment.

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, and to observe equality legislation at all times.

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people as ‘regulated activity’. Applicants recommended for a post involving regulated activity will be required to obtain an Enhanced Disclosure Certificate, the cost of which will be borne by the applicant upon pre‑employment.

For applicant guidance, please refer to the school website.