Executive Officer - Youth Service - to ASEO Strategic Planning & Reporting

Job Description

JOB TITLE:

Executive Officer
- Youth Service
- Support to ASEO Strategic Planning & Reporting

The post holder will organise, manage and supervise staff related to the provision of administrative, clerical and secretarial support to the Strategic Services Manager and Senior Leadership team.

• Supervise staff including the allocation of tasks, checking output, quality and quantity of work, rotation and reallocation of duties or workload;
• Ensure that new staff, as assigned, are trained in all procedures and practice within the team/department;
• Co-ordinate with other clerical staff to ensure cover for each team during periods absence, leave, etc;
• Ensure staff are appraised in line with the EA's Staff Appraisal Procedures and assist in compiling a staff development plan for the team in accordance with the EA's Staff Development Policy to maximise the potential of staff.

• Provide administrative, clerical and secretarial support to officers of the EA's Youth Service in dealing with correspondence, minute taking, etc;
• Develop, maintain and operate manual and computerised information systems;
• Arrange meetings, appointments, attendance at conferences and general co-ordination of diaries, calendar and tasks lists for the Strategic Services Manager as required;
• Provide ad hoc statistical information as required;
• Word-process letters, reports, minutes, etc using a variety of software packages.

• Co-ordinate, compile, input, update and extract information relating to youth work provision in the statutory sector;
• Co-ordinate, compile, input, update and extract relating to youth work provision in the voluntary sector;
• Co-ordinate the organisation of events;
• Assist in the monitoring of ongoing administration needs to support project priorities and the co-ordination of administration functions in order to ensure the timely delivery of projects;
• Deal with queries from colleagues, other departments, schools and outside agencies and engage in follow-up action where appropriate;
• Ensure a confidential service is provided to officers when dealing with information of a sensitive nature;
• Assist in the establishment of policies, procedures and guidelines to ensure that the quality of administrative support delivered within teams is maintained at a consistently high level;
• Ensure that individual administrative assistance carried out by the team to officers is of the highest quality standard.

• Monitor expenditure of appropriate budgets, maintain appropriate databases and records and provide management information to officers and youth workers on budgets;
• Work within the parameters of the EA Youth Service e-requisition procedures;
• Prepare and process requisitions, invoices/vouchers for officers' approval and payment;
• Check and receipt goods & services on behalf of the team in line with financial procedures;
• Assist with the preparation of financial claims relating to Youth funding as required;
• Maintain Petty Cash system in accordance with financial procedures;
• Receipt, reconciliation and lodgement of income in accordance with financial procedures;

• Provide ICT administration, voicemail, filing and photocopying in support of administrative processes including the use of E-mail, intranet and internet facilities;
• Research, collate and prepare information in order to brief Senior Youth Workers and Senior Youth Officers prior to meetings;
• Arrange and service relevant committees and working parties and draft minutes thereof;
• Sort, screen and distribute all mail;
• Maintain and update manual and computerised filing systems and ensure archiving is carried out on a regular basis.

• Other duties which may commensurate with the grade of the post.

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.