Clerical Officer
Proposed Interview Date: Week Commencing 26 August 2024
Closing Date: Sunday 18 August 2024
Contract Type: Permanent
Salary: FC4 £23,633.23 to £25,829.49 (Pro Rata)
Working Pattern: 36 hours per week, 41 weeks per year
Location: Bell Baxter High School, Cupar
Purpose and Values of Education & Children’s Services Directorate
The Education & Children’s Services Directorate is committed to Improving Life Chances for All through a wide range of direct services which support our children, young people, families and the wider Fife community. Our approach to improvement is rooted in our core values: Compassion, Ambition, Respect and Equity which reflect the ethos, culture and practice principles of all staff across the directorate. We strive to ensure that our attitudes and behaviour reflect these core values in all our dealings with children, young people, their families, and the wider community in partnership with those who support them.
Supporting Statement
As part of your application, you must provide us with a Supporting Statement which outlines to us how your skills and experience make you a good candidate for this vacancy. For more information, check out the How to Apply section of our Career Site. Without a Supporting Statement, your application will not be progressed. Please upload your Supporting Statement at the section marked ‘upload resumé’. Your Supporting Statement must not be a CV. More information is available on our Career site at www.fife.gov.uk/jobs/supportingstatement.
Please consider and demonstrate the following when completing your Supporting Statement:
- Ways in which you have demonstrated that you can work effectively as part of a team.
(Consider the following: how you have built positive relationships build on trust and respect; how you communicate with others; how you use your initiative to meet targets and achieve goals.)
- Ways in which you have worked with others to meet all learners needs?
(Consider the following: how you have shared information, followed plans, supported learners, worked with others?)
- Ways in which you have built and sustained positive relationships that have led to positive outcomes for learners.
(Consider the following: how have you have demonstrated care and commitment when actively engaging with learners about their wellbeing; how have you established positive and purposeful relationships within your school community; how have you worked collaboratively with others to improve outcomes for learners?)
Job Details
- We are looking for a highly skilled and committed Clerical Officer to provide a comprehensive and confidential administrative support service within a secondary high school, utilising the Management Information Systems and other Education specific IT systems, ensuring accurate IT data capture to meet the requirements of school, corporate and government agencies.
- As a Clerical Officer, you will work under the direction and supervision of the Admin Assistant/Admin Coordinator or Business Manager.
As a Clerical Officer (based in our Learning Resource Centre (LRC)) you will be required to;
- Be responsible for all pupil attendance including updating the Management Information system and communication with parents.
- Maintain and analyse the schools Management Information System, including the production of registers and maintenance of pupil records e.g. admissions, leavers, new enrolments, pupil attendance, staff records and sickness absence details.
- Provide/oversee an effective and customer focused enquiry/reception service for all visitors, teachers, pupils, staff and parents as required.
- Capture and communicate information accurately.
- Enrolling pupils onto Scottish Qualification Authority (SQA), updating and maintaining pupil information to ensure exam entry, planning and timetabling.
- Issuing regular SQA reports to Principal Teachers and parents throughout the academic year to ensure accurate data and reporting.
- Timeous completion of various corporate and external returns i.e. SQA reporting, inventories and school survey outcomes.
- Maintain financial systems including ordering, receipting, resolving queries, running reports, journals etc. and general financial housekeeping at the end of each financial period.
- Ensure timeous checking and reconciliation of pay data with financial information systems, taking effective corrective action.
- Resolve all queries, and produce relevant reports, including expenditure reports for audit purposes.
- Manage/schedule school specific calendars when required.
- Maintain the Parents Evening System including liaising with Principal Teachers to set parameters for timings and producing a school plan for the event if required.
- Manage and maintain an automated LRC system, e.g. issue and return of books, journals and periodicals using the on-line LRC system, logging new books, repair and/or disposal of damaged/unused books.
- Provide resource and research assistance for classes in conjunction with class teachers; encourage appropriate use of the LRC and its resources by individuals and small groups engaged in private study.
- Ensuring the LRC functions efficiently, is tidy, with stock in good physical repair and attractively presented.
- Ensure that an up to date knowledge and skills base is maintained in order to use a wide variety of internal and external IT systems ensuring a consistently high standard of accuracy.
A link to the role profile is included at the bottom of the advert. You will find out more about the job and the type of person we are looking for.
Qualification, Registration and Skill Requirements
- Educated to SCQF level 5, which includes National 5 or SVQ level 2 or Standard Grades at Credit level or equivalent in a relevant discipline.
- You are required to have good levels of interpersonal skills and abilities which will enable you to work as a member of a team to ensure positive outcomes for all children and young people.
- Experience of working with minimum supervision in an environment of change and challenge, or within a school.
Before confirming to your appointment, you will be required to obtain Protection of Vulnerable Groups (PVG) scheme membership through Disclosure Scotland and become a member of the relevant PVG scheme.
Further Information
- Role Profile - When preparing your supporting statement, review the role profile and think about how you meet the essential criteria Role Profile
- How We Work Matters - Our employees are expected to display and promote certain behaviours in the workplace. See our How We Work Matters behaviour framework for more information.
- Employee Benefits - Employees have access to a benefits package that offers discounts on a wide range of products and services.
- Directorate Information - Council Department information
- Social Media - Search for more `Fife Council Jobs` on Facebook or follow us on Twitter @FCJobsOfficial.
For further information please contact Evelyn Nelson - [email protected]
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