Job Description
RESPONSIBLE TO: Administrative Officer – ASPIRE PEACEPLUS
RESPONSIBLE FOR: Senior Clerical Officer
Job Purposes: To provide and effective support structure to the Administrative Officer and Assistant Principal Officer with respect to administration, finance and clerical duties. To organise, manage and supervise staff in the provision of administrative, clerical and secretarial support to the section.
Main Duties and Responsibilities
1. Management and Supervision
2. To supervise administrative staff in the section including the management and allocation of duties.
3. To deputise for the Administrative Officer in all aspect of the post.
4. To contribute to the development of a positive team ethos and for the discipline and welfare of administrative staff in the section.
5. To identify, co-ordinate and evaluate the training and personal development needs of administrative staff in the section within the context of the Education Authority appraisal scheme and to ensure, as far as possible that these needs are met.
6. To ensure that all staff for whom the post holder is responsible within the section are appraised annually in accordance with the board’s scheme.
7. To induct and train all temporary and permanent administrative staff for whom the post holder is responsible within the section.
Administrative
8. To assist the Administrative Officer in the planning, organisation and delivery of an effective administrative, clerical and secretarial support for the section.
9. To provide the necessary secretarial support to theAdministrative Officer as required.
10. To provide the necessary specialist expertise and support to the Administrative Officer. This will involve undertaking qualitative and quantitative research and investigations.
11. To prepare letters, minutes, notes, reports and submissions as a result of gathering and interpreting information.
12. To collate and analyse factual information from various sources relating in order to support the work of identified senior board officers within the service.
13. To organise the daily administrative tasks of the office and allocate work.
14. To support identified Education Authority officers in the preparation of materials for courses.
15. To serve as a member on interview panels for administrative staff in the section.
16. To carry out occasional spot check visits to out-centres in relation to auditory requirements.
17. To maintain the ASPIRE PEACEPLUS and Partnership Directories.
18. To maintain databases such as School awards, External funding and financial reporting.
19. To assist the Administrative Officer with administration of ASPIRE PEACEPLUS.
20. To assist with the processing of TR68 and TR?? Sub cover forms.
Meetings
21. To service and participate in meetings of Education Authority committees, working groups, forums and panels as required by the line manager.
Finance
22. To assist in the operation of the purchasing order procedures for the section.
23. To operate and oversee requisitioning procedures including the ordering, purchasing, receiving, check, storage and distribution of resources.
24. To assist with the processing of financial claims relating to ASPIRE PEACEPLUS funds as required.
25. Receipt, reconciliation and lodgement of finance in respect of ASPIRE PEACEPLUS funds as required.
Communication and Correspondence
26. To provide advice and assistance to Education Authority officers, customers, the public and other professionals in respect of agreed aspects of the service.
27. To make decisions in conjunction with the Administrative Officer in respect of agreed aspects of the service.
28. To deal with written and verbal communications received in respect of the service.
29. To disseminate information to section staff and to internal and external departments.
30. To organise meetings on behalf of the line manager as requested.
Record Keeping
31. To liaise with the Education Authority computer development unit with regard to the needs of the section in relation to the establishment of computerised records.
32. To develop and maintain efficient recording and filing of records in line with EA Policies and Procedures.
33. To ensure confidentiality of all information and records.
34. To be responsible for the creation of statistical reports as required.
35. To support the Administrative Officer in the management and maintenance of all necessary computerised and manual records.
General Duties
36. To use own initiative to respond positively to issues which arise it he supervisory officer is absent.
37. To undertake other duties appropriate to the grade as may from time-to- time be required by the head of service.