Senior Clerical Officer - Local Youth Service - Causeway Coast & Glens
Senior Clerical Officer - Local Youth Service - Causeway Coast & Glens
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Job Description
JOB DESCRIPTION
RESPONSIBLE TO: Executive Officer
JOB PURPOSE:
To provide administrative clerical and secretarial support to the Senior Youth Officer and Youth Worker Team for the Causeway Coast and Glens team.
MAIN DUTIES AND RESPSONSIBILITIES
General Administrative Processes and Records
- Provide administrative clerical and secretarial support for the Senior Youth Officer and Youth Workers.
- Develop maintain and operate manual and computerised information systems in connection with youth groups staff and budgets.
- Provide administration in connection with the full range of youth service schemes.
- Complete and submit all returns and records as required.
- Responsible for the recording and the processing of employment details of controlled workers including monthly timecards.
- Operate/oversee requisitioning procedures for controlled youth groups and locations.
- Stock control of office resources.
- Arrange for the maintenance of office equipment including computers and I.T. equipment.
Finance: In accordance with EA Procedures
- Receive receipt and account for all cash received in the office.
- Bank monies and maintain banking records
- Be responsible for preparing grant aid payments to youth groups before forwarding to Headquarters for processing payments.
- Monitor the expenditure of each youth group/project.
- Operate and maintain the office petty cash float.
Reception Secretarial and Secretariat
- Operate the telephone/switchboard receive visitors and provide assistance as required.
- Provide I.T. administration filing faxing and photocopying in support of administrative processes including the use of email intranet and internet facilities.
- Sort screen and distribute all mail.
- Ensure the secure storage of valuable items and confidential documentation.
- Obtain and update lists of guests issue invitations prepare tickets and programmes as required for youth service events.
- Maintain diaries arrange appointments and meetings for the Senior Youth Officer and Area Youth Workers (where applicable).
- Communicate with staff from other agencies to receive and provide basic information.
- Service meetings and draft minutes on occasions as required.
Other Duties
- Such other duties as may be related to the level of the job.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
In accordance with Section 75 of the Northern Ireland Act (1998) the postholder is expected to promote good relations equality of opportunity and pay due regard for equality legislation at all times.
To view the summary of terms and conditions for this postclick here.
PERSON SPECIFICATION
1. You must clearly demonstrate on your application form under each question how and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria where relevant.
2. You must demonstrate how you meet the criteria by the closing date for applications unless the criteria state otherwise.
3. The stage in the process when the criteria will be measured is outlined in the table below.
4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below using the information provided by you on your application form.
5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
6. In the event of an excessive number of applications the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.
Section 1 Essential Criteria
The following are essential criteria which will initially be measured at the shortlisting stage and whichmay also be further explored during the interview/selection stage.You should therefore make it clear on your application form how and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.
Experience
Hold five GCSEs (Grades A* C) or equivalent or higher and have a minimum of one years experience of working in an administrative role in an office environment to include the practical use of computers;
OR
have three years experience of working in an administrative role in an office environment to include the practical use of computers.
Demonstrable experience in the use of the following in an office environment:
a)Microsoft Excel (to input data); and
b)Microsoft Outlook (emails/diary functionality)
Shortlisting by Application Form
Section 2 Essential Criteria
The following are additional essential criteria which will be measured during the interview/selection stage in line with EAs Game Changing People Model.
Experience
Knowledge of the requirements of a Senior Clerical Officer.
Knowledge of the importance of confidentiality.
Knowledge of computer based filing systems.
Interview
Abilities
In line with EAs Game Changing People Model we will look for evidence of:
Organisational skills and being able to multitask.
Written and communication skills to include effective telephone techniques.
Ability to work under pressure and to strict deadlines.
Ability to use own initiative to solve problems and respond to others .
Interview
Evidence of how your experience and approach to work reflect EAs ethos and values. You will find information about our Valueshere.
Interview
Section 3 Desirable Criteria
Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how and to what extent you meet the desirable criteria as failure to do so may result in you not being shortlisted.
Experience of using a computerised requisitioning system.
Experience of using Microsoft PowerPoint to prepare presentations.
Shortlisting by Application Form
Our Values
Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.
DISCLOSURE OF CRIMINAL BACKGROUND
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as regulated activity.
In the event that you are recommended for appointed to a post that involves regulated activity the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background.Please note that youWILLbe expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the preemployment stage.
Further information can be accessed atNI Director theDepartment of Justice.
APPLICANT GUIDANCE NOTES
To view the applicant guidance notes please clickhere.
To learn about the many great benefits of joining the Education Authority click here
The Education Authority is an Equal Opportunities Employer.
Required Experience:
Senior IC
Employment Type
Full Time
