Job Description
Responsible to: EA Music - Executive Officer
Job purpose: Provide efficient and effective administrative, clerical and/or secretarial support to functional and operational staff within EA Music.
Main Duties and Responsibilities
* Provide administrative support in relation to all aspects of the work of EA Music using the full range of IT equipment including word processing, databases, spreadsheets, email, fax, intranet and internet facilities.
* Supervise clerical officers within the section in the absence of the executive officer ensuring that work is produced to the agreed standards.
* 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.
* Support the executive officer in undertaking qualitative and quantitative research and investigations as required by senior officers with the education department.
* 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.
* Prepare letters, minutes, notes and other clerical support to officers as appropriate and as directed by the executive officer.
* Assist in the preparation of materials for courses as appropriate.
* Process claims and invoices for payment in accordance with agreed Education Authority procedures.
* 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.
* Disseminate information as appropriate both within the service, other sections within the education department and the Education Authority.
* Deal with written and verbal communications, including telephone enquiries received within the service.
* Order and monitor supplies of stationery and office requisitions for all staff within the section.
* Organise meetings on behalf of senior EA Music officers and assist in the administrative support associated with arranging courses and conferences.
* Be responsible for maintaining efficient recording and filing systems within the service as directed by the executive officer.
* Undertake other duties appropriate to the grade as may from time to time be required by the head of section.
Essential Experience
Hold five GCSE passes (grades A*-C) or equivalent or higher and have one year’s demonstrable experience of working in an administrative role in an office environment; or have three years demonstrable experience of working in an administrative role in an office environment.
Essential Knowledge
* Requirements of a Senior Clerical Officer.
* General office administrative processes and records.
* Functions of EA Music.
Essential Skills and Abilities
* Ability to organise a busy workload to deliver effective results on time.
* Flexibility to meet changing demands as required.
* Ability to communicate and work effectively with others as part of a team.
* Ability to use own initiative to solve problems and respond to others.
* Ability to take a responsive and customer focused approach to work.
Values
Evidence of how your experience and approach to work reflect EA’s ethos and values.
Disclosure of Criminal Background
Applicants for a post that involves regulated activity will be required to undertake an Enhanced Disclosure of Criminal Background. Successful candidates will be expected to meet the cost of the certificate.
Equal Opportunities
The Education Authority is an Equal Opportunities Employer.
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