Senior Clerical Officer - Commercial Procurement Service (Job Reference: 26002484)
Primary Location : Armagh-Armagh-Armagh Office
Other Locations :Antrim-Belfast-Belfast Office, Down-Dundonald-Dundonald Office, Antrim-Ballymena-Ballee Centre, Tyrone-Omagh-Omagh Office
Contract Type : Permanent
Duration of Contract/Contract End Date : N/A
Status : Full-Time
Hours per Week : 36
Working Pattern : Monday - Friday
Grade/Scale : Senior Clerical Officer | NJC pt 11 - 14 |£28,142 - £29,540 per annum
Additional Allowance(s) : Not Applicable
Anticipated Interview Date(s) : TBC
Additional Information: Base location to be agreed on appointment
JOB DESCRIPTION
JOB TITLE: Senior Clerical Officer - Commercial Procurement Service
RESPONSIBLE TO: Compliance Team Administrative Officer
JOB PURPOSE:
To provide efficient and effective administrative, clerical and/or secretarial support to functional and operational staff.
The post holder should be capable of working as part of a team, should display commitment, initiative and an ability to handle confidential material. The post holder should be flexible in approach and should be capable of producing high quality administrative support within agreed deadlines.
FUNCTIONAL LINKS WITH:
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Other services within the Education Authority (EA)
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Other users of the service
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Other agencies as appropriate
The post holder will have to maintain a range of contacts within well-defined terms of reference.
MAIN DUTIES AND RESPONSIBILITIES:
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To provide administrative support in relation to all aspects of the work of the section using the full range of IT equipment including word processing/typing, databases, spreadsheets, email, intranet and internet facilities.
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To provide advice and assistance to EA officers, customers, the public and other professionals in respect of agreed aspects of the service and as directed by the Compliance Team Administrative Officer
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To support the Commercial Procurement Service in undertaking qualitative and quantitative research and investigations as required.
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To assist in the collation of factual data and statistical information from various sources in order to support the work of the Team.
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To prepare letters, minutes, notes and other clerical support as appropriate
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To assist in the preparation of materials for training courses as appropriate.
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To process claims and invoices for payment in accordance with agreed EA procedures.
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To use initiative and diplomacy in responding all communications received.
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To disseminate information as appropriate both within the Team and other sections within Commercial Procurement Service and the EA.
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To deal with written and verbal communications, including telephone enquiries and emails received within the Service.
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To order and monitor supplies of stationery and office requisitions for all staff within the Team.
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To organise meetings on behalf of the Team and to assist in the administrative support associated with arranging courses and conferences for the Service.
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To be responsible for maintaining efficient recording and filing systems within the Team.
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To undertake other duties appropriate to the grade as may from time-to-time be required by the Commercial Procurement Service.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
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 due regard for equality legislation at all times.
To view the summary of terms and conditions for this post, click here.
PERSON SPECIFICATION
1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. The stage in the process when the criteria will be measured is outlined in the table below.
4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.
Section 1 - Essential Criteria
The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.
Factor
Essential Criteria
Method of Assessment
Qualifications/
Experience
Hold a minimum of five GCSE passes (grades A*-C) or equivalent or higher and Have a minimum of one year’s demonstrable administrative/clerical experience in an office environment including general office duties, word processing and the practical use of computers;
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Have a minimum of three years’ demonstrable administrative/clerical experience in an office environment including general office duties, word processing and the practical use of computers
Shortlisting by Application Form
Section 2 - Essential Criteria
The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.
Factor
Essential Criteria
Method of Assessment
Knowledge
Evidence of knowledge of:
The requirements of a Senior Clerical Officer
General office administrative processes and records
Skills/
Abilities
In line with EA’s Game Changing People Model we will look for evidence of:
Ability to organise a busy workload to deliver effective results on time
Flexibility to meet changing demands as required
Ability to communicate and work effectively with others as part of a team
Ability to use own initiative to solve problems and respond to others
Ability to take a responsive and customer focused approach to work
Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.
Section 3 - Desirable Criteria
Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.
Factor
Desirable Criteria
Method of Assessment
Experience
Demonstrable experience of organising a busy workload and giving attention to detail to produce accurate, high-quality work to deadlines.
Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.
Shortlisting by Application Form
Our Values
Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and 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.
DISCLOSURE OF CRIMINAL BACKGROUND
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.
In the event that you are recommended for appointed to a post that involves ‘regulated activity’, 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. Details of how to make payment will be sent to you at the pre-employment stage.
Further information can be accessed at NI Direct or the Department of Justice.
