Senior Clerical Officer - Youth Service - North %26 East Belfast

Education Authority; Belfast; On-site; GBP 20,000 - 30,000; Full time

Job summary

An established industry player is seeking an organized and proactive Administrative Support Officer to enhance the efficiency of youth services in Belfast. In this role, you will provide essential clerical and secretarial support to the Senior Youth Officer and Youth Worker Team, ensuring smooth operations across various administrative processes. Your responsibilities will include managing records, handling financial transactions, and maintaining effective communication with staff and external agencies. This is an exciting opportunity to contribute to youth development and make a positive impact in the community while working in a dynamic and supportive environment.

Qualifications

• Experience in general office duties, word processing, and computer use.
• Knowledge of confidentiality and computer-based filing systems.

Responsibilities

• Provide administrative support to the Senior Youth Officer and Youth Workers.
• Maintain information systems related to youth groups and budgets.
• Manage stock control of office resources and arrange maintenance.

Skills

Organizational Skills

Multi-tasking

Effective Communication

Problem-solving

Education

Five GCSE passes (Grades A*-C) or equivalent

One year’s administrative/clerical experience

Three years’ administrative/clerical experience

Tools

Microsoft Excel

Microsoft Office

Computerized Requisitioning System

Microsoft PowerPoint

Job description

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

• Provide administrative, clerical, and secretarial support for the Senior Youth Officer and Youth Workers.
• Develop, maintain, and operate manual and computerised information systems related to youth groups, staff, and budgets.
• Assist with administration of the full range of youth service schemes.
• Complete and submit all required returns and records.
• Record and process employment details of controlled workers, including monthly timecards.
• Oversee requisitioning procedures for controlled youth groups and locations.
• Manage stock control of office resources.
• Arrange maintenance of office equipment, including computers and I.T. equipment.

2. Finance: In accordance with EA Procedures

• Receive, receipt, and account for all cash received.
• Bank monies and maintain banking records.
• Prepare grant aid payments to youth groups and forward to Headquarters for processing.
• Monitor expenditure of each youth group/project.
• Operate and maintain the office petty cash float.

3. Reception, Secretarial, and Secretariat

• Operate the telephone/switchboard, receive visitors, and provide assistance as required.
• Provide I.T. administration, filing, faxing, and photocopying support, including email, intranet, and internet use.
• Sort, screen, and distribute all mail.
• Ensure secure storage of valuable items and confidential documents.
• Update guest lists, issue invitations, and prepare tickets and programmes for youth service events.
• Maintain diaries, and arrange appointments and meetings for the Senior Youth Officer and Area Youth Workers.
• Communicate with staff from other agencies to exchange basic information.
• Support meetings and draft minutes as needed.

4. Other Duties

• Perform other duties related to the level of the job as assigned.

This job description is subject to review and may be adjusted to reflect changing circumstances. It provides 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 adhere to equality legislation at all times.

Posts involving work in educational institutions are subject to the Safeguarding Vulnerable Groups (NI) Order 2007. The successful applicant will require an enhanced disclosure check, costing £33. Further details will be provided with the employment contract.

To view the summary of terms and conditions for this post, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. Clearly demonstrate how, and to what extent, you meet each criterion on your application form. Failure to do so may result in not being shortlisted.

2. Demonstrate compliance with criteria by the application deadline.

3. The process for measuring criteria is outlined in the table below.

4. Shortlisting will be based on the information provided in your application form.

5. The Panel reserves the right to shortlist only the most suitable applicants.

6. In case of many applications, desirable criteria may be applied in order to manage the pool.

Section 1 - Essential Criteria

Demonstrate on your application how you meet the following:

• Hold five GCSE passes (Grades A*-C) or equivalent, plus one year’s administrative/clerical experience, including general office duties, word processing, and computer use.
• OR three years’ administrative/clerical experience in an office environment with similar duties.
• Experience with Microsoft Excel (data input) and Microsoft Office (emails, diary management).

Assessment: Application form.

Section 2 - Additional Essential Criteria

Further criteria to be assessed during interview:

• Knowledge of the requirements of a Senior Clerical Officer, confidentiality, and computer-based filing systems.
• Assessment: Interview.

Skills and abilities include organizational skills, multi-tasking, effective communication, working under pressure, and problem-solving.

Assessment: Interview.

Values orientation: Demonstrate alignment with EA’s ethos and values.

Assessment: Interview.

Section 3 - Desirable Criteria

Criteria that may be used to narrow down candidates:

• Experience with a computerised requisitioning system.
• Using Microsoft PowerPoint for presentations.

Assessment: Application form.

Our Values

Evidence of commitment to equality and service excellence, aligned with EA’s mission to serve all children and young people equally.