Executive Officer

2 weeks ago

Craigavon, United Kingdom Education Authority Full time

JOB PURPOSE

To provide an effective support structure to the senior youth officer and a team of professional youth workers with respect to administration, finance and clerical duties in the area.

MAIN DUTIES AND 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; Co-ordinate with other clerical staff to ensure cover for each team during periods 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 to maximise the potential of staff.

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 co-ordination 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

Co-ordinate, compile, input, update and extract information relating to youth work provision in the statutory sector; Co-ordinate, compile, input, update and extract relating to youth work provision in the voluntary sector; Co-ordinate the organisation of events; Assist in the monitoring of ongoing administration needs to support project priorities and the co-ordination 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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