JOB PURPOSE
:
To provide a comprehensive and confidential administrative support service to the Post Primary Behaviour Support & Provisions
MAIN DUTIES AND RESPONSIBILITIES
General Administrative Processes and Records
1. Provide administrative, clerical and secretarial support to the Post Primary Behaviour Support & Provisions to include drafting correspondence, reports, court papers, agendas and minutes, screening mail and telephone call, receiving visitors and maintaining diaries for officers;
2. Develop, maintain and operate manual and computerised information systems to include EMS to provide appropriate statutory returns;
3. Monitor and process correspondence originating from the Post Primary Behaviour Support & Provisions.
4. Arrange meetings, appointments, attendance at conferences and co-ordinate diaries, calendars and task lists;
5. Research and collate information including statistical data in order to brief the Post Primary Behaviour Support & Provisions.
6. Provide administrative, clerical and confidential secretarial support for the Post Primary Behaviour Support & Provisions
7. Liaise with Education Authority Sections, local schools, medical professionals, Social Services in connection with the work of the teams;
8. Photocopy and collate materials as required;
9. Prepare booklets/handouts for schools/parents under the guidance of the Post Primary Behaviour Support & Provisions.
10. Maintain an up-to-date filing system.
Invoicing Systems
11. Prepare and process requisitions, invoices/payment vouchers for approval and payment.
12. Maintain stationery/stock and equipment for use in the service.
Reception, Secretarial and Secretariat
13. Operate the telephone, receive visitors and provide assistance as required;
14. Provide IT administration, voicemail, filing, faxing and photocopying in support of administrative processes including the use of email, internet and internet facilities;
15. Sort, screen and distribute all mail;
16. Responsible for preparing outgoing mail.
17. Ensure the storage of valuable items and confidential documentation;
18. Maintain stock levels of all administrative documents;
19. Access and prepare files for various case conference;
20. Communicate with staff from other agencies to receive and provide basic information;
21. Service meetings and draft minutes as required.
Other Duties
22. Other duties as related to the level of the job at the discretion of the Regional Administrative Manager and/or the Post Primary Behaviour Support & Provisions, as and when required.