Administrative Officer

2 days ago

Craigavon, United Kingdom Education Authority Full time

Job Purpose

To provide high-quality administrative support to the senior youth officer and a team of professional youth workers, ensuring the smooth operation of administrative, financial, and clerical duties in the area.

Main Duties and Responsibilities

Staff Management

  • Supervise staff, allocate tasks, check output, quality, and quantity of work, rotation, and reallocation of duties or workload.
  • Ensure new staff 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 EA's Staff Appraisal Procedures and assist in compiling a staff development plan for the team in accordance with the EA's Staff Development Policy.

General Administrative Processes and Records

  • Provide administrative, clerical, and secretarial support to officers of the EA's Youth Service in dealing with correspondence, minute taking, etc.
  • Develop, maintain, and operate manual and computerised 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 organisation 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 EA 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 E-mail, 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 computerised 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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