Clerical Officer

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 you will be required to:

1. Be responsible for pupil attendance including updating the Management Information system and communication with parents.
2. 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.
3. Provide/oversee an effective and customer focused enquiry/reception service for all visitors, teachers, pupils, staff and parents as required.
4. Capture and communicate information accurately.
5. Enrol pupils onto Scottish Qualification Authority (SQA), updating and maintaining pupil information to ensure exam entry, planning and timetabling.
6. Issue regular SQA reports to Principal Teachers and parents throughout the academic year to ensure accurate data and reporting.
7. Timeous completion of various corporate and external returns i.e. SQA reporting, inventories and school survey outcomes.
8. Maintain financial systems including ordering, receipting, resolving queries, running reports, journals etc. and general financial housekeeping at the end of each financial period.
9. Ensure timeous checking and reconciliation of pay data with financial information systems, taking effective corrective action.
10. Resolve all queries, and produce relevant reports, including expenditure reports for audit purposes.
11. Manage/schedule school specific calendars when required.
12. 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.
13. 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.
14. 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.
15. Ensure the LRC functions efficiently, is tidy, with stock in good physical repair and attractively presented.
16. 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.

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.

For further information please contact: Andrew Cummings - madrascollege.enquiries@fife.gov.uk