*Amended Job Description
BELFAST EDUCATION AND LIBRARY BOARD
The Belfast Education and Library Board under the provisions of the Education and
Libraries (Northern Ireland) Orders, is responsible for providing an education and library
service, including a youth service, in the Belfast area. The provision of public library
services transferred to Libraries NI on 1 April 2009. The area has a population of
approximately 268,000. The number of pupils in attendance at school in the board’s area is
This is a temporary post available until 31 March 2013* and may be subject to
extension or review.
POST: Senior Clerical Officer
LOCATION: Children and Young Peoples’ Services
40 Academy Street
REQUIREMENTS: 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
(ii) hold a minimum of 4 GCE ‘O’ level or GCSE passes (grades
A* - C) or equivalent or higher examination qualifications;
(iii) have a minimum of 1 years clerical/administrative
(iv) have experience in the use of Microsoft IT packages.
Preference may be given to those applicants who at the closing
date have experience of working in a special educational
needs/children and young peoples’ service environment.
The panel reserves the right to enhance these criteria.
DUTIES: As attached
HOURS: 36 per week
SALARY: £15,726 - £16,830 NJC SCP 14-17
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 £30. Further
details regarding the payment of this check will be issued with the contract of
The closing date for receipt of application forms is
12:00 NOON ON FRIDAY 16 MARCH 2012.
NB. Notes of guidance are attached.
The Belfast Education and Library Board
Post: Senior Clerical Officer
Department: Education Department
Responsible to: Executive 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:
Other services within the board
Other users of the service
Other agencies as appropriate
The post holder will have to maintain a range of contacts within well-defined terms of
Main Duties and Responsibilities
1 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, fax, intranet and internet facilities.
2 To supervise clerical officers within the section in the absence of the executive officer
ensuring that work is produced to the agreed standards.
3 To provide advice and assistance to board officers, customers, the public and other
professionals in respect of agreed aspects of the service and as directed by the
executive officer or senior executive officer.
4 To support the executive officer in undertaking qualitative and quantitative research
and investigations as required by senior officers with the education department.
5 To assist in the collation of factual data and statistical information from various
sources in order to support the work of identified senior board officers within the
6 To prepare letters, minutes, notes and other clerical support to officers as
appropriate and as directed by the executive officer.
7 To assist in the preparation of materials for courses as appropriate.
8 To process claims and invoices for payment in accordance with agreed board
9 To use initiative, tact and diplomacy in responding to queries, issues and problems
which arise within the section in the absence of the executive officer and senior
10 To disseminate information as appropriate both within the service, other sections
within the education department and the board.
11 To deal with written and verbal communications, including telephone enquiries
received within the service.
12 To order and monitor supplies of stationery and office requisitions for all staff within
13 To organise meetings on behalf of senior board officers and to assist in the
administrative support associated with arranging courses and conferences.
14 To be responsible for maintaining efficient recording and filing systems within the
service as directed by the executive officer.
15 To undertake other duties appropriate to the grade as may from time-to-time be
required by the head of section.
Post Senior Clerical Officer
Location Education Department, Children and Young People’s Services,
hold a minimum of OCR level 2 Text
Qualifications 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 4 GCE ‘O’ level or
GCSE passes (grades A* - C) or
equivalent or higher examination
have a minimum of 1 years have experience of working in a
Experience clerical/administrative experience and special educational
show evidence of having experience in needs/children and young
the use of Microsoft IT packages peoples’ service environment
can show evidence of having
experience in the use of
ability to organise meetings/panels
maintaining filing systems
good communication skills
ability to contribute and develop team
Personal Qualities customer care
assist executive officer in collation of
Other Requirements statistics