Senior Clerical Officer - Youth Service Mourne & Down Area

Primary Location :
Down-Newry-Newry Youth Resource Centre Contract Type :
Permanent Duration of Contract/Contract End Date : N/AStatus :
Full-Time Hours per Week : 36 hours per wee Working Pattern :
Monday to Friday Grade/Scale :
Senior Clerical Officer | NJC pt 11 - 14 |£28,142 - £29,540 per annum

Additional Allowance(s) :
Not Applicable Anticipated Interview Date(s) : TBCAdditional Information: N/AJOB DESCRIPTION RESPONSIBLE TO:
Executive Officer

JOB PURPOSE:

To provide administrative, clerical and secretarial support to the Senior Youth Officer and Youth Worker Team for Newry, Mourne & Down Area.

MAIN DUTIES AND RESPONSIBILITIES
1. General Administrative Processes and Records
1.1 Provide administrative, clerical and secretarial support for the Senior Youth Officer and Youth Workers.
1.2 Develop, maintain and operate manual and computerised information systems in connection with youth groups, staff and budgets.
1.3 Provide administration in connection with the full range of youth service schemes.
1.4 Complete and submit all returns and records as required.
1.5 Responsible for the recording and the processing of employment details of controlled workers including monthly timecards.
1.6 Operate/oversee requisitioning procedures for controlled youth groups and locations.
1.7 Stock control of office resources.
1.8 Arrange for the maintenance of office equipment including computers and I.T. equipment.
2. Finance:
In accordance with EA Procedures
2.1 Receive, receipt and account for all cash received in the office.
2.2 Bank monies and maintain banking records
2.3 Be responsible for preparing grant aid payments to youth groups before forwarding to Headquarters for processing payments.
2.4 Monitor the expenditure of each youth group/project
2.5 Operate and maintain the office petty cash float.
3. Reception, Secretarial and Secretariat
3.1 Operate the telephone/switchboard, receive visitors and provide assistance as required.
3.2 Provide I.T. administration, filing, faxing and photocopying in support of administrative processes including the use of e-mail, intranet and internet facilities.
3.3 Sort, screen and distribute all mail.
3.4 Ensure the secure storage of valuable items and confidential documentation.
3.5 Obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for youth service events.
3.6 Maintain diaries, arrange appointments and meetings for the Senior Youth Officer and Area Youth Workers (where applicable).3.7 Communicate with staff from other agencies to receive and provide basic information.
3.8 Service meetings and draft minutes on occasions as required.
4. Other Duties
4.1 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  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.

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…