Chief Administrative Officer

3 weeks ago

Craigavon, United Kingdom Education Authority Full time

JOB OBJECTIVE

To deliver a robust support framework to the senior youth officer and a cadre of skilled youth professionals concerning administrative, financial, and clerical responsibilities within the organization.

PRIMARY DUTIES AND RESPONSIBILITIES

Personnel Oversight

Oversee personnel including task distribution, quality assurance, and workload management; Ensure that newly appointed staff receive comprehensive training in all operational protocols and practices within the team/department; Collaborate with other administrative personnel to guarantee coverage during periods of absence or leave; Ensure staff evaluations are conducted in accordance with the organization's Staff Appraisal Procedures and assist in formulating a staff development strategy to enhance staff capabilities.

Administrative Processes and Documentation

Provide administrative, clerical, and secretarial assistance to officers of the Youth Service in managing correspondence, taking minutes, etc.; Develop, maintain, and operate both manual and computerized information systems; Organize meetings, appointments, and attendance at conferences while coordinating diaries, calendars, and task lists for the Senior Youth Officer as necessary; Generate ad hoc statistical data as requested by Senior Youth Workers and Senior Youth Officers; Draft letters, reports, minutes, etc., utilizing various software applications.

Youth Service Coordination

Compile, input, update, and extract information related to youth work services in both statutory and voluntary sectors; Facilitate the organization of events; Assist in monitoring ongoing administrative requirements to support project priorities and the coordination of administrative functions to ensure timely project delivery; Address inquiries from colleagues, other departments, educational institutions, and external agencies, engaging in follow-up actions as appropriate; Ensure a confidential service is provided to officers when handling sensitive information; Aid in establishing policies, procedures, and guidelines to maintain high-quality administrative support within teams; Guarantee that individual administrative assistance provided to officers meets the highest quality standards.

Financial Oversight

Monitor budget expenditures, maintain relevant databases and records, and furnish management information to officers and youth workers regarding financial matters; Operate within the framework of the organization's e-requisition procedures; Prepare and process requisitions, invoices, and vouchers for officer approval and payment; Verify and acknowledge receipt of goods and services on behalf of the regional team in compliance with financial protocols; Assist in preparing financial claims related to youth funding as necessary; Manage the Petty Cash system in accordance with financial guidelines; Handle the receipt, reconciliation, and deposit of income following financial procedures; Responsible for recording and processing employment details of controlled workers, including monthly timecards.

Reception, Secretarial, and Administrative Support

Provide ICT administration, voicemail management, filing, and photocopying to support administrative processes, including the use of email, intranet, and internet resources; Research, compile, and prepare information to brief Senior Youth Workers and Senior Youth Officers prior to meetings; Organize and service relevant committees and working groups, drafting minutes as required; Sort, screen, and distribute all incoming mail; Maintain and update both manual and computerized filing systems, ensuring regular archiving is performed.

Additional Responsibilities

Undertake other duties that are commensurate with the grade of the position.

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