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 Act as an initial contact of the EA Youth Services, receive visitors and provide hospitality. Design and produce presentations, reports, business plans, letters, workshop materials, business cases, framework materials, memos, emails of a confidential nature using Microsoft Office. 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. Prepare presentational materials for the Head of Youth using PowerPoint. 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. Arrange meetings for the Head of Youth involving Senior Management Team, and other appropriate individuals and organisations. 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. 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. Prepare and collate all relevant materials for meetings attended by the Head of Youth, including inter-agency meetings, board meetings, steering groups and conferences. Maintain electronic diaries for the Head of Youth (where appropriate). Review, create and maintain filing systems, both electronic and hard copy. Minute taking, recording and processing on behalf of the Head of Youth (where required and directed). Follow up any actions arising from minutes of meetings. Carry out basic research, including use of the Internet and prepare and present appropriate data. Sort and distribute mail/emails across the service. Administration Prepare, support and assist with the administration associated with meetings, conferences, seminars and committees. Collate, input and disseminate information accurately to other EA Officers and to external stakeholders of EA. 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. Book appropriate venues, catering, equipment and materials for committee meetings, conferences, seminars and general meetings. Plan, organise work and determine the priority of tasks in order to undertake prescribed duties. Provide advice and information on EA policies and procedures, curriculum initiatives and strategies to internal/external customers. Receive and collate mileage/expense forms, annual leave sheets, HR Requisitions, applications, evaluation and registration forms. Contact EA Officers, external agencies and the public on routine administrative matters. Attend conferences, were appropriate, to register delegates and provide secretarial/administrative support. 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. Ensure adequate resource materials are held within the Heads of Service office i.e. stationary, office equipment, other general supplies. Finance Requisition materials and services required by the Heads of Service in line with EA financial procedures and systems. Determine appropriate financial coding for the requisitions and send the completed requisition electronically to the relevant budget holder for approval. Receive requisitioned goods and ensure completeness and accuracy of receipt in line with EA financial procedures. Check, authorise and receipt delivery of goods ensuring invoices are correct and forwarded to Accounts for payment. Register the delivery note on the financial system in line with EA’s financial procedures to produce a computer generated Goods Received Note. Contact Accounts, Purchasing and suppliers regarding queries concerning delivery and invoicing of goods and services. Deal with enquiries from suppliers and other EA staff when required. Maintain financial records i.e. delivery notes and goods received notes in line with Youth Services procedures. Provide information (as required) by the Head of Youth in relation to assessable budgets. Miscellaneous In the absence of the Assistant Director’s Personal Assistant, assist with work allocation and co-ordination, as required. To undertake such other duties at a similar level of responsibility (as required) to ensure the efficient running of the Youth Service 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 post-holder 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 post, click here. PERSON SPECIFICATION NOTES TO JOB APPLICANTS 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 which may 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. Factor Essential Criteria Method of Assessment Qualifications/ Experience Hold five GCSE’s (Grades A – C) or equivalent or higher and have a minimum of one years’ experience working in an administrative role in an office environment to include the practical use of computers; OR Have three years’ experience working in an administrative role in an office environment to include the practical use of computers Have experience using the following in an office environment: a) Microsoft Excel (to input data) b) Microsoft Outlook (e-mails/diary functionality) Shortlisting by Application Form S ection 2 - Essential Criteria The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model. Factor Essential Criteria Method of Assessment Knowledge Knowledge of the requirements of a Senior Clerical Officer Knowledge of the importance of confidentiality Interview Skills/ Abilities In line with EA’s Game Changing People Model we will look for evidence of\: Organisational skills and being able to multi-task Written and oral 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 Values Orientation Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here. 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. Factor Desirable Criteria Method of Assessment Experience Demonstrable experience of using a computerised requisitioning system. Demonstrable 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 you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage. Further information can be accessed at NI Direct or the Department of Justice. APPLICANT GUIDANCE NOTES To view the applicant guidance notes, please click here. To learn about the many great benefits of joining the Education Authority, click here The Education Authority is an Equal Opportunities Employer.