Clerical Officer

KEY PURPOSE OF THE JOB:

As a member of the Museum Services Administration Team the post holder will be required to:

• Carry out a full range of clerical, secretarial, administrative and customer service duties.

• Undertake other appropriate duties relevant to the post as may be assigned by Assistant Museum Services Manager or Duty Officer to meet the changing needs of the business including cover of front of house duties at reception/museum shop and invigilation of galleries.

KEY DUTIES AND RESPONSIBILITIES

Provision of general word processing, typing administrative and secretarial duties. Ensure weekly and monthly timesheets are forwarded promptly to appropriate departments. Ensuring that mail handling is up to date and recorded on the appropriate databases.

Financial duties to include: preparing daily lodgements, banking Museum income and donations as required and supply financial services with reports relevant to the role in accordance with accounting manual. Responsibility for the daily management of petty cash.

Processing of requisitions onto the Council’s finance system and liaising with the Council’s Finance section and suppliers regarding purchase order and invoice queries.

Operate a range of computerised systems including, the Museum shop EPOS, administrators of Timeware, Council’s Finance programme and the inventory database.

Development, implementation of office systems and procedures; assist in inventory management; monitoring stock levels; sourcing, ordering stationery, equipment etc. as required.

Assisting with the provision of an efficient customer service and dealing members of the public, written enquiries and telephone/personal calls from the public as required in accordance with Council Customer Care Standards.

Ensure all Health and Safety legislation, published relevant guidelines and Council Health & Safety policies and procedures are compiled with in relation to the services and activities within the facility.

Note:

The post holder should be aware that the responsibilities and functional areas of the post may be subject to change as a result of organisational change. The Council therefore reserves the right to change the duties of the post by adding to or amending the range of functional responsibilities. The post holder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation.

Person Specification – Clerical Officer

Essential Criteria

Qualifications & Experience

It is essential that applicants have a minimum of:

1.1 Qualification

• 5 GCSE passes at Grade A-C, NVQ Level II or equivalent

• RSA/OCR II typewriting/wordprocessing or Pitman II in typewriting/wordprocessing or equivalent typewriting/wordprocessing qualification or equivalent

1.2 Experience

• At least two years employment experience in an office environment to include word processing experience

Where applicants do not hold the qualifications as outlined in 1 above, they must demonstrate a minimum of four years’ experience as above.

Knowledge

Ideally an understanding of the workings of local government and the wider environment and political context in which it operates.

A working knowledge of computer packages to include databases.

Salary: Scale 4, NJC Points 9-13, £26,409 - £28,163 per annum (plus 19% Employer pension contribution)