JOB DESCRIPTION
Job Purpose
To provide a confidential and comprehensive secretarial support service to the Head of Youth and Senior Leadership Team. To contribute to the effective operation of the regional and local delivery of youth services through the provision of administrative and secretarial support.
Main Duties and Responsibilities
The main duties and responsibilities will include:
Secretarial
1. Act as an initial contact of the EA Youth Services, receive visitors and provide hospitality.
2. Design and produce presentations, reports, business plans, letters, workshop materials, business cases, framework materials, memos, emails of a confidential nature using Microsoft Office.
3. Design, create and maintain spreadsheets for use within Youth Services including databases, contact lists, questionnaires; designed for use with mail merge and other Microsoft Office applications.
4. Prepare presentational materials for the Head of Youth using PowerPoint.
5. Deal with incoming and outgoing written correspondence, record keeping, including handling enquiries from EA Officers, Schools, external government agencies and the public, and ensuring all queries are responded to in a prompt and efficient manner.
6. Arrange meetings for the Head of Youth involving Senior Management Team, and other appropriate individuals and organisations.
7. Make telephone calls and email, on behalf of the Head of Youth, in response to queries; including the Senior Youth Service staff and collation of feedback/information.
8. Receive and record telephone/email messages for the Head of Youth and answer any queries regarding service contacts, curriculum initiatives, strategies and other secretarial/administrative matters.
9. Prepare and collate all relevant materials for meetings attended by the Head of Youth, including inter-agency meetings, board meetings, steering groups and conferences.
10. Maintain electronic diaries for the Head of Youth (where appropriate).
11. Review, create and maintain filing systems, both electronic and hard copy.
12. Minute taking, recording and processing on behalf of the Head of Youth (where required and directed).
13. Follow up any actions arising from minutes of meetings.
14. Carry out basic research, including use of the Internet and prepare and present appropriate data.
15. Sort and distribute mail/emails across the service.
Administration
16. Prepare, support and assist with the administration associated with meetings, conferences, seminars and committees.
17. Collate, input and disseminate information accurately to other EA Officers and to external stakeholders of EA.
18. In the absence of other secretaries, provide assistance to other EA Senior Officers in relation to typing, filing, telephone enquiries and similar matters as required.
19. Book appropriate venues, catering, equipment and materials for committee meetings, conferences, seminars and general meetings.
20. Plan, organise work and determine the priority of tasks in order to undertake prescribed duties.
21. Provide advice and information on EA policies and procedures, curriculum initiatives and strategies to internal/external customers.
22. Receive and collate mileage/expense forms, annual leave sheets, HR Requisitions, applications, evaluation and registration forms.
23. Contact EA Officers, external agencies and the public on routine administrative matters.
24. Attend conferences, were appropriate, to register delegates and provide secretarial/administrative support.
25. Operate office equipment and ensure the Head of Youth is supported in relation to ICT i.e. internet, photocopier, printer/scanner, mobile phones, tablets etc.
26. Ensure adequate resource materials are held within the Heads of Service office i.e. stationary, office equipment, other general supplies.
Finance
27. Requisition materials and services required by the Heads of Service in line with EA financial procedures and systems.
28. Determine appropriate financial coding for the requisitions and send the completed requisition electronically to the relevant budget holder for approval.
29. Receive requisitioned goods and ensure completeness and accuracy of receipt in line with EA financial procedures.
30. Check, authorise and receipt delivery of goods ensuring invoices are correct and forwarded to Accounts for payment.
31. Register the delivery note on the financial system in line with EA’s financial procedures to produce a computer generated Goods Received Note.
32. Contact Accounts, Purchasing and suppliers regarding queries concerning delivery and invoicing of goods and services.
33. Deal with enquiries from suppliers and other EA staff when required.
34. Maintain financial records i.e. delivery notes and goods received notes in line with Youth Services procedures.
35. Provide information (as required) by the Head of Youth in relation to assessable budgets.
Miscellaneous
36. In the absence of the Assistant Director’s Personal Assistant, assist with work allocation and co-ordination, as required.
37. To undertake such other duties at a similar level of responsibility (as required) to ensure the efficient running of the Youth Service