Clerical Supervisor - Managing Authority

SEUPB - Special EU Programmes Body; Belfast; On-site; GBP 30,000 - 32,000; Full time

Job summary

A public sector organization in Belfast is looking for a temporary role to provide effective support within the Managing Authority team. Candidates will assist in implementing Investment Areas of the PEACEPLUS Programme, monitor information, provide secretarial support, and coordinate events. Key skills include excellent organizational capabilities and the ability to work with financial data. The role requires administrative duties and management of external contracts.

Responsibilities

• Assist in implementing Investment Areas for the PEACEPLUS Programme.
• Monitor financial and non-financial information, producing reports.
• Provide secretariat functions including meeting organization and minute taking.
• Liaise with individuals, organizations, and suppliers.
• Coordinate event planning.
• Maintain and reconcile budgets.

Job description

Overview

Salary: £30,458 - £31,097 per annum.

Location: Belfast

Type: Temporary

Category: Public Sector

Ref: MACS/09/25

Role Description: To provide an efficient and effective support service to the Officers and Managers within the Managing Authority team.

Key Aspects of the Role

• Assisting in the implementation of Investment Areas (within the PEACEPLUS Programme) for which the SEUPB has responsibility.
• Collation and monitoring of financial and non-financial information, producing financial reports and the Distribution of information.
• Providing secretariat functions (data processing, organising meetings, preparation of papers, minute taking, production of letters, memos, reports and email correspondence).
• Liaising and maintaining networks with a wide range of individuals, organisations, and suppliers.
• Event planning and co-ordination.
• Recording, filing and retrieval of information and documentation including document control on JEMS (Joint Electronic Monitoring System) and Content Manager.
• Maintaining and Reconciling budgets.
• Monitoring external contracts.

Key Responsibilities

• Promotion of Investments Areas, liaising with and supporting applicants, assessment, and facilitation of Selection Panels.
• Preparation of reports, papers, proposals, letters, memos and presentations, including document formatting, proof reading and editing.
• Providing secretariat function to the Programme Steering Committees and Account Department, standard, working groups and ad-hoc meetings'.
• Coordinate delivery and planning of in-person and online events.
• Tracking progress of projects in meeting milestones including producing reports from databases that monitor the performance of the programme.
• Provide information to third parties, both written and oral, as directed by Programme Officers and Managers.
• Working with, understanding and interpreting financial and non-financial data using Microsoft Office and other programmes.
• General office administration including filing, photocopying, updating website, scanning and any other ad hoc administrative duty as requested by Programme Managers/Officers.
• Prepare financial claims / invoices for payment.

The above is given as a broad range of duties and is not intended to be a complete description of all tasks.

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