Belle Vale Community Primary School

Clerical OfficerRecruitment Pack

Start Date: January 2018

School Contact Details

Belle Vale Community Primary School

Besford Road

Liverpool

L25 2QF

email:

Headteacher: Mrs Janette Walker

Thank you for your interest in finding out more about working at our school. Belle Vale Primary School is a happy, friendly and inclusive school which is striving for excellence. The Governing Body of the school seeks to appoint a Clerical Officer from January 2018.

Please find included in this pack:

  • Job description
  • Person specification

In addition please find attached:

  • Liverpool City Council Application form
  • Liverpool City Council Equal Opportunities Form
  • Safeguarding Policy

A wide range of other useful information is also available from our school website:

Clerical Officer (Belle Vale Primary School)

  • Contract: Permanent (subject to 3 month probationary period) part-time (30hrs a week)
  • Job Salary: Grade 3 SCP Point 15- 20 £16,940 - £19,430 pro rata
  • Job Ref: BVCO18
  • Published: November 2017
  • Closing Date: Monday 8th January 2018

About the School

Belle Vale Primary School is a happy, friendly and inclusive school which is striving for excellence.

The successful candidate will be highly-motivated and enthusiastic, working in a fast pace busy reception area; you will need to be hardworking and able to work as part of a team. The successful candidate will join a dedicated, supportive team whose aim is to provide an efficient and effective administrative support to the school.

We are a safe school, promoting child protection and equal opportunities issues as set out in Local Authority guidance. This appointment is subject to pre-employment checks, an Enhanced Disclosure and Barring Service check and references will be sought.

About the Role

The Governors are seeking to appoint an enthusiastic and conscientious person to provide a first point of contact for the school community.

The role will include:

  • receptionist tasks e.g. welcoming visitors and dealing with enquiries
  • the use of a computer to produce reports/ letters and interpret data etc.
  • regularly updating ‘Sims’ attendance, finance and dinner modules
  • receiving monies for lunches, trips, school uniform etc
  • administrative duties including; answering phone, photocopying, distribution of mail and filing
  • administering first aid to children, as required

Experience and skills required include:

  • proven positive experience of dealing with the public effectively
  • high levels of literacy, numeracy and computer skills
  • excellent organisational and time-management skills
  • excellent communication and interpersonal skills
  • the ability to maintain confidentiality
  • Is highly motivated and dynamic with the the ability to work as part of a team and on own initiative
  • a positive attitude, demonstrating flexibility and good-humour

We can offer you:

  • A friendly, welcoming school community
  • Children who are happy, well behaved and keen to learn
  • A supportive, friendly and ambitious team of staff and governors
  • Continuous professional development opportunities

How to apply

  • Application packs are available from the ‘About Us’ section of our school website under ‘Key Information’ or by e-mail from Business Manager, Miss Dears,
  • If you decide you would like to work with us, we look forward to receiving your application by 1:00pm on Monday 8th January 2018. Your letter of application should be written to the Person Specification provided and should be no longer than 1 side of A4 paper
  • The email address to return application forms is as above or return hard copies of your completed application form to school marked for the attention of Mr. J. Dennis, Chair of Governors
  • Visits to the school are encouraged and can be arranged by phoning Miss Dears, School Business Manager, on 0151 487 8571

Advertisement / 13th November 2017
Deadline for Applications: / 1pm on Monday 8th January 2018
Shortlisting Meeting: / 9th January 2018
School-based activity & Interviews: / Week commencing 15th January 2018
Appointment to Commence: / January 2018

School contact details:

Belle Vale Community Primary School

Besford Road

Liverpool

L25 2QF

email:

Headteacher: Mrs. Janette Walker

Job Description

Under the direction of the Line Manager, to provide a professional reception service to all visitors, staff and pupils; to provide administrative and financial support to school staff and to maintain and monitor management information systems.

Core Responsibilities and Tasks

Administration

  1. Undertake typing, word processing and other ICT based tasks including the production of letters, reports, schedules etc.
  2. Provide general admin support e.g. photocopying, filing, emailing, completing routine forms and responding to routine correspondence.
  3. Maintain manual and computerised records and/or management information systems.
  4. Maintain and collate pupil reports including census information and that routinely required by the Local Authority and DfES
  5. Attend and participate in meetings as required. Take notes at meetings and circulate to attendees.
  6. Sorting and distributing the mail.
  7. To be responsible for acknowledging and receipt of all deliveries to the school ensuring that all documentation is completed correctly.

Organisation

  1. To provide professional reception services including greeting visitors to the school and dealing with enquiries from staff, pupils, parents and visitors in the most appropriate manner.
  2. To take any actions deemed necessary as a result of enquiries received, including updating appropriate systems, taking into account any relevant school policies/procedures.
  3. To be responsible for the production of all visitor badges using software.
  4. To answer telephone queries, dealing with them in a professional manner.
  5. Make arrangements for school trips, visits by external stakeholders etc.
  6. To assist with pupil first aid/welfare duties, looking after sick pupils, liaising with parents/carers and/or staff etc.

Resources

  1. Undertake general school administration e.g. SIMS management, attendance, analysis, maintain pupil data.
  2. Operate office equipment e.g. photocopier, Inventry signing in system and ICT packages in accordance with manufacturer’s instructions.
  3. Maintain and report on stock and supplies of resources, cataloguing and distributing as required.
  4. Handle cash and online payments for uniform, snack and lunch purchases
  5. Provide general advice and guidance to staff, pupils and others.

Support for the School

  1. Be aware of and comply with school policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
  2. Be aware of and support difference to help ensure everyone has equal access to the services of the school and feels valued, respecting their social, cultural, linguistic, religious and ethnic background.
  3. Contribute to the school ethos, aims and development/improvement plan.
  4. Work as part of a team, appreciating and supporting the role of other people in the team.
  5. Attend and participate in meetings as required.
  6. Undertake personal development through training and other learning activities including performance management
  7. It must be understood that every employee has a responsibility to ensure their work complies with all statutory requirements together with all procedures
  8. Treat all children and adults with respect
  9. Be polite and positive at all times
  10. Alert senior staff of any concerns regarding individuals/ groups
  11. Be able to apply emergency procedures e.g. fire
  12. Contribute to the overall ethos of the school

Personal Attributes

Communication & Influence

Actively listens to what others have to say and gains support for own opinion. Asks open questions and ensures there is no confusion

Team Working

Demonstrates a non-judgemental approach to values and needs of others. Sees other people’s point of view and encourages and respects views that are different from own. Takes time to get to know people and how they operate.

Organisational Awareness

Keeps up to date on changes/new developments in own and others areas of the schools activities and their impact on the schools performance,

Adaptability

Supports the change process, remaining positive during times of change. Willingly co-operates with others and highlights potential problems in a positive and supportive way.

Use of Technology

Is able to use and understands the purpose of information communication technology (ICT) and is able to use it for routine and pre-set purposes. Is able to share skills and knowledge with colleagues and has a willingness to remain proficient as the technological needs of the school change.

Professional Values and Practice

Ability to build and maintain successful relationships with pupils and adults, treating them consistently, with respect and consideration. Ability to work collaboratively with colleagues both within school and other organisations, and carry out the role effectively, knowing when to seek help and advice. Ability to improve your own practice through observations, evaluation and discussion with colleagues.

Experience & Knowledge

Experience of clerical/administrative/financial work

Knowledge of relevant policies/codes of practice and an awareness of relevant legislation

Appropriate knowledge of First Aid

Awareness of inclusion, especially within a school setting.

Qualifications & Training

Qualifications in Numeracy and Literacy

NVQ in Administration or experience

Requirement to complete Support Staff Induction Programme

Requirement to complete Appointed Persons First Aid at Work training

Line management :

Responsible to:The Headteacher, School Business Manager,

Conditions of employment

  • The successful candidate will be given a 1 term trial contract initially (to be reviewed inApril 2018)
  • The above responsibilities are subject to the general duties and responsibilities contained in the written statement of conditions of employment (the Contract of Employment)
  • To uphold the school’s policy in respect of child protection matters
  • The post holder may additionally be required to perform any other tasks reasonably requested by the headteacher
  • This job description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so constructed
  • This job description is not necessarily a comprehensive definition of the post. It will be reviewed regularly and it may be subject to modification at any time after consultation with the post holder.

Person Specification: Clerical Officer

Evidence / Rank / Identified by
Skills, Knowledge & Aptitude / Good communication skills / E / AF/ Act/ I
Good knowledge of SIMS / D / AF/ I
Good understanding of whole school processes / D / AF/ I
Good knowledge of Microsoft packages / E / AF/ Act/ I
Good knowledge of safeguarding / E / AF/ I
Basic knowledge of first aid / D / AF/ I
Experience of using online payment solutions / D / AF/ I
Qualifications & Training / Willingness to participate in relevant training and development opportunities / E / AF/I
Trained in SIMS packages / D / AF/ Act/ I
Good levels of qualifications in English and Maths / E / AF/ Act/ I
Certificate in School Business Management / D / AF/ I
Safeguarding/prevent/first aid training / D / AF/ I
Experience / Working in an administration team / E / AF/ I/ R
Analysing and presenting data / D / AF/ Act/ I
Managing difficult situations / E / AF/ I/ R
Understanding of relevant school policies / D / AF/I
Professional Values and Practice / Ability to respect and support the aims and objectives of our school / E / AF/ Act/ I
Good team leader / E / AF/ I
Drive and enthusiasm / E / AF/I/R
Ability to build and maintain successful relationships with pupils and staff treating them consistently and with respect / E / AF/I
Friendly/adaptable and able to relate well to staff / E / AF/I/R
Additional / Good timekeeping and attendance record / E / AF/ I/R
Successful medical clearance / E / AF/I/R
Eligible to work in the UK / E / AF/I/R

*AF: Application Form, Act, LO: Activity, I Interview, R: References

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