Office Clerk June 2012

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					         The Governing Body of
         South Sefton 6th Form College

         Term time
         Office Clerk

                                 Job title: Office Clerk
                                             Band C pt 11-13 £14,733 – £15,694 pro
               Grade & Salary Information:
                                             rata, term time only.
                                Start date: August 2012

                                   Hours: 36 hours per week. Term time only.

                                 Contact: Laetitia Shemilt

                  Application Closing Date: 12pm Wednesday 11th July 2012

Office Clerk June 2012
 Sterrix Lane, Litherland, Liverpool, L30 2DB                     Principal: Mrs. L Shemilt MA. BA.                        Vice Principal: Dr. F McCann PhD. MSSc. BA(Hons)
                           Tel. 0151 288 6300                     Vice Principal: Mr. I Seddon BA(Hons)

      Dear Applicant,

      Re: Term time Office Clerk Vacancy

      The governors of this recently established, vibrant and student centred college are
      seeking to appoint a friendly and enthusiastic Office Clerk to join our hardworking
      team in the main office. You will work under the direction of the Office Manager, to
      provide routine general clerical and administrative support to the College including
      reception duties, support for students, support for staff, admissions, exams and
      finance clerking duties.

      This is a fantastic opportunity for the right person to join an enthusiastic, committed
      and positive team who are determined to go the extra mile for students and staff to
      ensure they achieve their aspirations.

      This role offers someone with experience of working within an office environment,
      with good computer and internet skills the perfect chance to start a career in a school
      environment. The working hours are full time during the week and holidays follow the
      standard school calendar year.

      You can find further information and an application form on our website

      If you share my passion for giving young people the best possible start in life and feel
      that you meet the requirements of the post then I look forward to receiving your

      Yours sincerely,

      Laetitia Shemilt

      Office Clerk June 2012
                                        JOB DESCRIPTION

           We are committed to safeguarding and promoting the welfare of young people
                   and expect all staff and volunteers to share this commitment.

                         South Sefton 6th Form College
Post:                    Office Clerk

Grade:                   Band C pt 11-13 £14,733 – £15,694 pro rata, term time only.

Responsible to:
                         Office Manager

To provide routine general clerical and administrative support to the College under the
direction/instruction of senior staff including: reception duties, support for students, support
for staff, admissions and exams.

Note: The four Office Clerks each have general duties and specific duties relating to the
above and will be expected to undertake other duties from the job description in the event of
absence to ensure that essential tasks are completed. These will be allocated by the Office


         Undertake the construction and word processing of business letters, reports and
         other documents efficiently, to a high standard and with a minimum of supervision.

         Provide routine clerical support, e.g. reprographics, photocopying, filing, emailing,
         faxing and completing routine forms.

         Maintain manual and computerised records and/or management information systems.

         Sort and distribute the internal and external mail.

         Maintain and collate student data.

         Operate the attendance registration system.

         Operate the student cashless card system.

         Collect money for various College activities and provide support for arranging these

         Operate the student Education Maintenance Allowance.

         Provide routine clerical support in relation to examinations.

         Take notes at meetings e.g. staff meetings and circulate to attendees.

         Assist with making arrangements for College events, trips and other activities.

Office Clerk June 2012
         Provide routine clerical support in relation to the production and distribution of specific
         materials e.g. College newsletters and prospectus.

         Undertake reception duties, answering routine telephone and face-to-face enquiries
         and signing visitors in and out.

         Assist with student first aid/welfare duties, looking after sick students, liaising with
         parents/carers and/or staff etc.

         Assist with arrangements for visits by external bodies/agencies.

         Operate office equipment e.g. computer, photocopier, fax machine etc. in accordance
         with manufacturers instructions.

         Maintain stock and supplies of resources.

         Arrange the orderly and secure storage of College resources e.g. stationery.

         Undertake routine financial administration e.g. processing of orders, collection and
         accurate recording of trip money, charity events money.

Support for the College
         Be aware of and comply with policies and procedures relating to child protection,
         health, safety and security, confidentiality and data protection, reporting all concerns
         to an appropriate person.

         Be aware of and support difference to help ensure everyone has equal access to the
         services of the College and feels valued, respecting their social, cultural, linguistic,
         religious and ethnic background.

         Contribute to the College ethos, aims and development/improvement plan.

         Work as part of a team, appreciating and supporting the role of other people in the

         Attend and participate in meetings as required.

         Undertake personal development through training and other learning activities
         including performance management as required.

Special Conditions
      Due to the nature of the work involved, this post is "exempt" from the provision of the
      Rehabilitation of Offenders Act 1974 by virtue of the ROA 1974 (Exceptions)
      (Amendment) Order 1986

Office Clerk June 2012
   This job description is a representative document. Other reasonably similar duties
      may be allocated from time to time commensurate with the general character of the
      post and its grading.
   All staff are responsible for the implementation of the Health & Safety Policy as far as
      it affects them, colleagues and others who may be affected by their work. The
      postholder is also expected to monitor the effectiveness of the health and safety
      arrangements and systems to ensure appropriate improvements are made where
   The post holder will be expected to comply, observe and promote equality policies.
   We are committed to safeguarding and promoting the welfare of young people and
      expect all staff and volunteers to share this commitment.
   Since confidential information is involved with the duties of this post, the postholder
      will be required to exercise discretion at all times and to observe relevant codes of
      practice and legislation in relation to data protection and personal information.
   The person appointed will be expected to work flexibly and the exact nature of the
      duties described above is subject to periodic review and is liable to change.

Note Where the postholder is disabled, every effort will be made to support all necessary
aids, adaptations or equipment to allow them to carry out all the duties of the job.

Office Clerk June 2012
                                  Office Clerk Person Specification

Committed to safeguarding the welfare of young people                                    A   I   R

Satisfactory enhanced CRB disclosure

Committed to achieving high standards                                                    A   I   R

Level 2 qualification in English/Literacy or equivalent                                  A   I

Demonstrate effectiveness in basic numeracy                                              A   I

Experience of working in a school, college or similar environment                        A   I

Ability to construct and word process letters, reports, documents efficiently and with
minimum supervision                                                                      A   I

Ability to provide routine clerical support, e.g. reprographics, photocopying,
filing, emailing, faxing and completing routine forms.                         A             I
Ability to operate office equipment                                                      A   I
Ability to undertake reception duties efficiently

 Demonstrate a willingness to help others and work well in a team by A                       I
sharing information and keeping others up to date.

Interpersonal skills required to be effective and to create a good impression A              I
of the College

Demonstrate effectiveness in:                                                            A   I
   basic numeracy
   written and verbal communication
   interpersonal skills
   team working
   attendance and punctuality
   resilience
   integrity
   confidentiality
   accuracy and attention to detail
   flexibility

Requirement to complete support staff induction programme

Willingness to undertake appropriate first aid training

Office Clerk June 2012
Have achieved a Level 2 qualification in Numeracy/Maths                 A

NVQ Level 2 in Business Administration/Customer Service or equivalent
qualification                                                           A

Appropriate qualification in ICT/word processing/secretarial skills
                                                                        A   I
Ability to improve own practice                                         A   I

Key:     A = Application
         I = Interview
         R = Reference

Office Clerk June 2012

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