SCHOOL CLERICAL OFFICER
APPLICATION PACK
CLOSING DATE: FRIDAY 4 OCTOBER 2024 AT 12 NOON
INTERVIEWS: WEDNESDAY 16 OCTOBER 2024
FULL TIME (37 HOURS PER WEEK), PERMANENT SALARY: £26,421 - £28,770
METHODIST COLLEGE INFORMATION
Methodist College Belfast is one of Northern Ireland’s leading grammar schools, providing life changing opportunities for everyone.
I am delighted that you are interested in joining the staff team here at Methodist College. As a member of staff, you will discover a celebrated tapestry of diversity, opportunity and excellence that makes Methody truly unique. Methody provides life changing opportunities for everyone and we would love you to experience that for yourself as a member of staff.
Staff at Methody are committed to making a difference to pupils, colleagues and the College community but soon discover that Methody also enriches their lives through their unparalleled staff experience. If you are an enthusiastic, committed, and progressive person ready to bring your unique gifts and talents to the College, we would love you to be part of our exceptional team.
This is a place where lifelong friendships begin, where bright futures are built, where leaders are made and where life changing experiences take place.
THIS IS METHODY.
J LENDRUM PRINCIPAL
JOB DESCRIPTION
MAIN PURPOSE
To provide administrative, clerical and secretarial support to the College, particularly in the areas of cover and admissions.
REPORTS TO
Vice-Principal, Curriculum and Vice-Principal, Staff and School Development
MAIN DUTIES
Substitute Teaching Cover
• Arrange teaching cover internally or externally using absence information provided from the Vice Principal in charge of cover.
• Contact and book substitute teachers using the Northern Ireland Substitute Teachers Register.
• Inform the relevant staff in school of daily absences.
• Complete monthly register of substitute teachers who require payment for Payroll Purposes.
• Provide new substitute teachers with an induction process.
• Prepare monthly reports for cover provided by internal teaching staff.
• Assist timetabling with room re-directions on the College’s IT system.
• Update the Guide for Substitute Teachers at the beginning of the school year.
• Produce attendance data in relation to teaching staff in lie with criteria for intervention by Senior Team. Other administrative tasks for the Vice Principal in charge of cover as required.
Admissions Support
• Be familiar with the College’s Admissions Criteria
• Process applications to the College for First form transfer.
• Provide accurate lists of applicants under the College’s admissions criteria in order of eligibility.
• Respond to enquiries from the parents of prospective applicants both in writing and in person.
• Assist with end to end administration of individual pupil applications to Form 2 to Lower 6th, including, but not limited to:
◊ Maintaining a data base of applicants for Form 2 to Lower 6th.
◊ Organising testing of prospective Form 2 to Form L6th as required.
◊ When pupils are accepted to providing administrative support for communications to incoming parents and informing relevant parties within the College.
• Provide the Senior Team and Admissions Committee with reports as required.
• Provide school tours for interested families.
• Attend the College’s Open Days.
Note, the postholder must be available for work from the Monday before Academic staff return to school following the summer holidays (as an example in 2024 this would have been Monday 12th August).
General Administrative Processes and Records
• Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors. This will include word processing and updating various booklets and programs throughout the year (for example Homework Booklets, Prize Day booklets) for various staff as requested.
• Develop, maintain and operate manual and/or computerised information systems as required.
Reception, Secretarial and Secretariat
• Provide cover for reception during lunchtime which will include, receiving visitors.
• Sort, screen and distribute all mail.
• Keep staff, pupils and parents informed of matters relating to school activities using the College’s communication system.
Other duties
• Organise College groups and student photography.
• Assist with annual exams process by supervising mobile phone drop off as required.
• Such other duties as may be assigned within the level of the job.
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 proving 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.
RIGHT TO WORK
All applicants should ensure that they are free to remain in and take up employment in the United Kingdom. Successful candidates will be required to provide supporting documentation. Details of acceptable documentation are available here.
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
PERSON SPECIFICATION
ESSENTIAL CRITERIA
1. 5 GCSE’s (Grades A*-C) including English Language and Mathematics, or equivalent or higher level qualifications.
2. 1 years’ experience in an administrative/clerical role in an office environment.
3. Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.
4. Evidence of knowledge of general office administrative processes and records.
5. Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines
6. Evidence of a customer focused approach to work
7. Demonstrable people management and team skills to successfully motivate and manage others
8. Evidence of sound interpersonal and communication skills
9. Evidence of how your experience and approach to work reflect the School’s Values/ethos.
DESIRABLE CRITERIA
1. Previous experience of working in an administrative role within a school environment
2. Experience of operating schools-based computer applications/systems within a school setting (eg C2K, SIMS).
The 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.
Appointment to this position is subject to the successful candidate undertaking an Access NI check and to this check being clear of any offences that may affect appointment to this post. The College’s decision on what is acceptable in terms of this check will be final. The cost of this check is £32.00 and the successful candidate will be required to pay the school for this service.
Appointment to this position is also subject to two satisfactory references being received.
