Senior Clerical Officer - EA Music Locality

Education Authority (Northern Ireland); Omagh; On-site; GBP 20,000 - 28,000; Full time

Job summary

Education Authority (Northern Ireland) invites applications for an EA Music - Executive Officer to provide efficient administrative, clerical and secretarial support to functional and operational staff within EA Music.

The role includes supervising clerical officers, handling data, preparing letters, minutes and courses, organizing meetings, processing claims, and maintaining filing systems in line with EA procedures.

Qualifications

• Experience providing administrative support in an office setting.
• Ability to supervise clerical staff.
• Good communication with staff and public.

Responsibilities

• Provide administrative support across IT tools (word processing, databases, spreadsheets, email).
• Supervise clerical officers in the absence of the executive officer to ensure work meets standards.
• Provide advice and assistance to EA officers, customers, the public and professionals as directed.
• Assist in qualitative and quantitative research and investigations as required by senior officers.
• Assist in data collation from various sources to support senior Education Authority officers.
• Prepare letters, minutes, notes and other clerical work as directed.
• Assist in preparing materials for courses and events as appropriate.
• Process claims and invoices for payment per Education Authority procedures.
• Maintain good relations and use tact and diplomacy when responding to queries and issues.
• Disseminate information within the service and to other sections as required.
• Handle written and verbal communications, including telephone enquiries.
• Order and monitor stationery and supplies for staff in the section.
• Organise meetings for senior EA Music officers and support courses/conferences.
• Maintain efficient recording and filing systems as directed by the executive officer.
• Undertake other duties appropriate to the grade as required by the head of section.

Skills

Administrative support

Supervision

Communication

Tools

Word Processing

Databases

Spreadsheets

Email systems

Job description

RESPONSIBLE TO:

EA Music - Executive Officer

JOB PURPOSE:

To provide efficient and effective administrative, clerical and/or secretarial support to functional and operational staff within EA Music.

Functional Links With

• Other services within the Education Authority
• Other users of the service
• Other agencies as appropriate

The post holder will have to maintain a range of contacts within well-defined terms of reference.

Main Duties And Responsibilities

• To provide administrative support in relation to all aspects of the work of EA Music using the full range of IT equipment including word processing/typing, databases, spreadsheets, email, fax, intranet and internet facilities.
• To supervise clerical officers within the section in the absence of the executive officer ensuring that work is produced to the agreed standards.
• To provide advice and assistance to Education Authority officers, customers, the public and other professionals in respect of agreed aspects of the service and as directed by the executive officer or senior executive officer.
• To support the executive officer in undertaking qualitative and quantitative research and investigations as required by senior officers with the education department.
• To assist in the collation of factual data and statistical information from various sources in order to support the work of identified senior Education Authority officers within the service.
• To prepare letters, minutes, notes and other clerical support to officers as appropriate and as directed by the executive officer.
• To assist in the preparation of materials for courses as appropriate.
• To process claims and invoices for payment in accordance with agreed Education Authority procedures.
• To use initiative, tact and diplomacy in responding to queries, issues and problems which arise within the section in the absence of the executive officer and senior executive officer.
• To disseminate information as appropriate both within the service, other sections within the education department and the Education Authority.
• To deal with written and verbal communications, including telephone enquiries received within the service.
• To order and monitor supplies of stationery and office requisitions for all staff within the section.
• To organise meetings on behalf of senior EA Music officers and to assist in the administrative support associated with arranging courses and conferences.
• To be responsible for maintaining efficient recording and filing systems within the service as directed by the executive officer.
• To undertake other duties appropriate to the grade as may from time-to-time be required by the head of section.

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.

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