Executive Officer

2 months ago

Craigavon, United Kingdom Education Authority Full time

Job Summary

The Education Authority is seeking an experienced and skilled Executive Officer to provide administrative support to the Senior Youth Officer and a team of professional youth workers. The successful candidate will be responsible for providing a high level of administrative support, including staff management, general administrative processes, and youth service coordination.

Key Responsibilities

  • Staff Management
    • Supervise staff, including the allocation of tasks, checking output, quality, and quantity of work, rotation, and reallocation of duties or workload;
    • Ensure that new staff, as assigned, are trained in all procedures and practice within the team/department;
    • Coordinate with other clerical staff to ensure cover for each team during periods of absence, leave, etc;
    • Ensure staff are appraised in line with the Education Authority's Staff Appraisal Procedures and assist in compiling a staff development plan for the team in accordance with the Education Authority's Staff Development Policy to maximize the potential of staff.
  • General Administrative Processes and Records
    • Provide administrative, clerical, and secretarial support to officers of the Education Authority's Youth Service in dealing with correspondence, minute taking, etc;
    • Develop, maintain, and operate manual and computerized information systems;
    • Arrange meetings, appointments, attendance at conferences, and general coordination of diaries, calendar, and tasks lists for the Senior Youth Officer as required;
    • Provide ad hoc statistical information as required by Senior Youth Workers and Senior Youth Officers;
    • Word-process letters, reports, minutes, etc. using a variety of software packages.
  • Youth Service
    • Coordinate, compile, input, update, and extract information relating to youth work provision in the statutory sector;
    • Coordinate, compile, input, update, and extract information relating to youth work provision in the voluntary sector;
    • Coordinate the organization of events;
    • Assist in the monitoring of ongoing administration needs to support project priorities and the coordination of administration functions in order to ensure the timely delivery of projects;
    • Deal with queries from colleagues, other departments, schools, and outside agencies and engage in follow-up action where appropriate;
    • Ensure a confidential service is provided to officers when dealing with information of a sensitive nature;
    • Assist in the establishment of policies, procedures, and guidelines to ensure that the quality of administrative support delivered within teams is maintained at a consistently high level;
    • Ensure that individual administrative assistance carried out by the team to officers is of the highest quality standard.
  • Finance
    • Monitor expenditure of appropriate budgets, maintain appropriate databases and records, and provide management information to officers and youth workers on budgets;
    • Work within the parameters of the Education Authority Youth Service e-requisition procedures;
    • Prepare and process requisitions, invoices/vouchers for officers' approval and payment;
    • Check and receipt goods & services on behalf of the Regional team in line with financial procedures;
    • Assist with the preparation of financial claims relating to Youth funding as required;
    • Maintain Petty Cash system in accordance with financial procedures;
    • Receipt, reconciliation, and lodgement of income in accordance with financial procedures;
    • Responsible for the recording and the processing of employment details of controlled workers including monthly timecards.
  • Reception, Secretarial, and Secretariat
    • Provide ICT administration, voicemail, filing, and photocopying in support of administrative processes including the use of Email, intranet, and internet facilities;
    • Research, collate, and prepare information in order to brief Senior Youth Workers and Senior Youth Officers prior to meetings;
    • Arrange and service relevant committees and working parties and draft minutes thereof;
    • Sort, screen, and distribute all mail;
    • Maintain and update manual and computerized filing systems and ensure archiving is carried out on a regular basis.
  • Other Duties
    • Other duties which may commensurate with the grade of the post.

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