Senior Clerical Officer

JOB PURPOSE

Main Duties and Responsibilities

The main duties and responsibilities will include:

General Administrative Processes and Records

1.1 Provide administrative, clerical and secretarial support for the Senior Youth Officer and Youth Workers.

1.2 Develop, maintain and operate manual and computerised information systems in connection with youth groups, staff and budgets.

1.3 Provide administration in connection with the full range of youth service schemes.

1.4 Complete and submit all returns and records as required.

1.5 Responsible for the recording and the processing of employment details of controlled workers including monthly timecards.

1.6 Operate/oversee requisitioning procedures for controlled youth groups and locations.

1.7 Stock control of office resources.

1.8 Arrange for the maintenance of office equipment including computers and I.T. equipment.

Finance: In accordance with EA Procedures

2.1 Receive, receipt and account for all cash received in the office.

2.2 Bank monies and maintain banking records

2.3 Be responsible for preparing grant aid payments to youth groups before forwarding to Headquarters for processing payments.

2.4 Monitor the expenditure of each youth group/project.

2.5 Operate and maintain the office petty cash float.

Reception, Secretarial and Secretariat

3.1 Operate the telephone/switchboard, receive visitors and provide assistance as required.

3.2 Provide I.T. administration, filing, faxing and photocopying in support of administrative processes including the use of e-mail, intranet and internet facilities.

3.3 Sort, screen and distribute all mail.

3.4 Ensure the secure storage of valuable items and confidential documentation.

3.5 Obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for youth service events.

3.6 Maintain diaries, arrange appointments and meetings for the Senior Youth Officer and Area Youth Workers (where applicable).

3.7 Communicate with staff from other agencies to receive and provide basic information.

3.8 Service meetings and draft minutes on occasions as required.

4. Other Duties

4.1 Such other duties as may be related to the level of the job.