Senior Clerical Officer - Youth Service - Mid %26 East Antrim/Antrim %26 Newtownabbey Area - 4 Posts

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 South & West Belfast Area.

MAIN DUTIES AND RESPONSIBILITIES

1. General Administrative Processes and Records
   1. Provide administrative, clerical and secretarial support for the Senior Youth Officer and Youth Workers.
   2. Develop, maintain and operate manual and computerised information systems in connection with youth groups, staff and budgets.
   3. Provide administration in connection with the full range of youth service schemes.
   4. Complete and submit all returns and records as required.
   5. Responsible for the recording and the processing of employment details of controlled workers including monthly timecards.
   6. Operate/oversee requisitioning procedures for controlled youth groups and locations.
   7. Stock control of office resources.
   8. Arrange for the maintenance of office equipment including computers and I.T. equipment.
2. Finance: In accordance with EA Procedures
   1. Receive, receipt and account for all cash received in the office.
   2. Bank monies and maintain banking records.
   3. Be responsible for preparing grant aid payments to youth groups before forwarding to Headquarters for processing payments.
   4. Monitor the expenditure of each youth group/project.
   5. Operate and maintain the office petty cash float.
3. Reception, Secretarial and Secretariat
   1. Operate the telephone/switchboard, receive visitors and provide assistance as required.
   2. Provide I.T. administration, filing, faxing and photocopying in support of administrative processes including the use of e-mail, intranet and internet facilities.
   3. Sort, screen and distribute all mail.
   4. Ensure the secure storage of valuable items and confidential documentation.
   5. Obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for youth service events.
   6. Maintain diaries, arrange appointments and meetings for the Senior Youth Officer and Area Youth Workers (where applicable).
   7. Communicate with staff from other agencies to receive and provide basic information.
   8. Service meetings and draft minutes on occasions as required.
4. Other Duties
   1. 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 post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order 2007. The successful applicant will require an enhanced disclosure check which at present costs £33. Further details regarding the payment of this check will be issued with the contract of employment.

To view the summary of terms and conditions for this post,click 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.
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 passes (Grades A*-C) or equivalent or higher and have one year’s administrative/clerical experience in an office environment including general office duties, word processing and practical use of computers.

OR

have three year’s administrative/clerical experience in an office environment including general office duties, word processing and the practical use of computers.

Demonstrable experience of using Microsoft Excel (to input data) and Microsoft Office (e-mails/diary functionality in an office environment.

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 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.

Knowledge of computer based filing systems.

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 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

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 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.