job post:- clerical officer - education authority

Job Ref:- S18149

Job Post:- Clerical Officer

Location :- Craigavon Senior High

Candidate Information Pack

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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.

Future Challenges and Opportunities

Recent focus has been on transition from the former ELBs to a single authority. Looking forward, this focus moves from transition to transformation. Emerging from the five ELBs our aim is to build a new organisation which is focused on meeting the needs of all our young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

Work is underway to develop a strategic plan for the period 2017 – 2027. This will provide a framework for the authority’s activities and will guide the organisation through its transformation journey.

The EA in all its activities will endeavour to support the Programme for Government to improve educational outcomes; reduce educational inequality; improve the quality of education and the skills profile of the population. The EA also recognises the fundamental role it has in other NI Executive priorities such as the economy and the wider success of Northern Ireland.

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EDUCATION AUTHORITY

GENERIC JOB DESCRIPTION POST TITLE: Clerical Officer GRADE: Spinal Points 6-13 LOCATION: An Education Authority School RESPONSIBLE TO: The Principal through the designated line manger 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 E-mail, 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. 3.5 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. It is acknowledged that the contents of this generic job description are not subject to appeal.

Evaluated: April 2000

May 2014

PERSONNEL SPECIFICATION Vacancy Reference: S18149

Post Title: Clerical Officer

Location: Craigavon Senior High

Essential Criteria (Minimum)

Desirable Criteria

1.Q

ualif

icat

ions

A minimum of 5 GCSE passes at Grade C or higher (including English Language*), or equivalent qualifications as recognised by the EA Southern Region;

*Preference may be given to applicants who have GCSE Mathematics or Maths related subject at grade C or higher, or equivalent qualification as recognised by the EA Southern Region; RSA stage 3 or equivalent

2.Ex

perie

nce

A minimum of 1 years’ experience of working in a clerical/administrative role; Experience of Spreadsheets, Word Processing, E-mailing;

Experience of working to deadlines.

(Interview Assessment Criteria Only)

3.K

now

ledg

e Knowledge of the requirements of a Clerical Officer; Knowledge of general office administrative processes;

4. S

kills

Ability to receive, receipt, account for all monies, and maintain proper banking records in accordance with financial procedures; Ability to operate requisitioning procedures including ordering, purchasing, receiving, checking, storage and distribution of resources;

5. P

erso

nal Q

ualit

ies Ability to work as part of a team.

Possess confidentiality and personal integrity; Ability to use initiative; Willing to carry out instructions; Co-operative; Approachable; Flexible;

6. O

ther

Please return to Human Resources, EA Southern Region, 3 Charlemont Place, The Mall, Armagh BT61 9AX

Armagh Office

Terms and Conditions of Service

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 Branch. 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 Branch.

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

School-Based Employees


Principal/Line manager), the Education Authority reserves the right to terminate your employment during, or at the end of, the probationary period.

6. 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.

7. 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 Minimum Entitlement

After 5 years’ service

NJC Pts 5 – 17 Scales 1(a), 1(b), 1(c),/Clerk Typist/Clerical Officer/ Senior Clerical Officer/Technician 1/Technician 2

21 days 28 days

NJC Pts 18 – 25 Executive Officer Technician 3

21 days 29 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. Your annual leave entitlement is to be taken at a time that is mutually agreed between you and your Principal/Line Manager. Staff employed in schools or in posts where the duties are linked to the operation of schools are normally required to take annual leave during periods of schools closure 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. 53 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

7 ½ days (12 days pro rata)

Full leave entitlement 22 ½ days

NJC Pts 26 – 36 Senior Executive Officer/Administrative Officer/ Technician 4

23 days 30 days

NJC Pts 38 – 49 Senior Administrative Officer/ Assistant Principal Officer/ Principal Officer

25 days 31 days

NJC Pts 49 and over Senior Principal Officer/ Education Officer/Assistant Senior Education Officer/ Head of Department

27 days 33 days


If you work irregular hours, your leave entitlement may be calculated, approved and recorded in hours rather than days. For example

Grade Senior Administrative Officer

Working hours 21.6 hours/week on average

(i.e. 53 of 36 hours)

Working pattern Irregular

Basic Annual Leave entitlement 108 hours (180 hours pro rata)

Public and extra-statutory holidays entitlement

52 hours (86.5 hours pro rata)

Full leave entitlement 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.

8. 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 Branch. 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 Entitlement

During 1st year of service 1 month’s full pay and, after completing 4 months’ service, 2 months’ half pay


During 2nd year of service 2 months’ full pay and 2 months’ half pay

During 3rd year of service 4 months’ full pay and 4 months’ half pay

During 4th and 5th years’ service 5 months’ full pay and 5 months’ half pay

After 5 years’ service 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 Branch.

9. 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.

10. Retirement

If you contribute to the Local Government Pension Scheme for Northern Ireland, 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 Branch.

11. 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 Branch.

12. 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 Branch.

13. 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 Branch.

14. 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 Branch.

15. 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 Branch.

16. 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 Branch.

17. 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.

18. 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 (as amended). 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.

19. 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 Branch.

20. 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.

21. 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 Branch.

job post:- clerical officer - education authority

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