JOB PURPOSE
The Executive Officer will work as part of the EA Literacy Service Team across regional areas to support the service delivery of the Literacy Service.
The Executive Officer will organise, manage and supervise administrative staff within the Service. The post holder will also support other staff in all areas related to/interfacing with the Literacy Service to enable the effective administration of the service and administration systems, including the collation and analysis of data and management of key service information management systems.
MAIN DUTIES AND RESPONSIBILITIES
Supervision
1. Supervise appropriate staff including the management and allocation of duties. (Supervision is defined as having full permanent accountability for planning and co-ordinating the quantity and quality of work as well as managing issues relating to discipline and welfare);
2. Identify and provide on the job training to appropriate staff as and when needed during recruitment of staff;
3. Supervise staff as required including the allocation of tasks, checking output, quality and quantity of work, rotation and reallocation of duties or workload;
4. Ensure that new staff, as assigned, are trained in all procedures and practices within the team’s localities and are kept updated in line with developments with respect to relevant data management systems including One Live and MS SharePoint;
5. Co-ordinate with locality areas and provide cover, if required;
6. Ensure staff are appraised in line with the EA’s Staff Appraisal Procedures and assist in compiling a staff development plan in accordance with the EA’s Staff Development Policy to maximise the potential of staff and access to appropriate training.
General Administrative Processes and Records
7. Provide administrative, clerical and secretarial support to the Service locality areas;
8. Establish, maintain and operate manual and computerised information systems to support the areas in order to provide appropriate reports, information and statistics in line with Service targets and DE requirements;
9. Keep up to date in line with developments with respect to relevant data management systems including One Live/Share-point;
10. Arrange meetings, appointments, attendance and courses/conferences and general co-ordination of diaries;
11. Collate and provide statistical information and reports as required by Service Senior management in line with requirements of the project;
12. Word process correspondence, reports, agendas and minutes (including recording minutes), and create and design databases, spreadsheets, forms, presentations, leaflets, booklets etc. for the teams using a variety of software packages, including PowerPoint;
13. Act as Personal Assistant to the Regional Admin Manager to provide a confidential service when dealing with information of a sensitive or personal nature and which includes dealing with telephone queries, drafting correspondence, receiving visitors, providing statistical returns and maintaining diaries for officers/senior officers;
14. Prepare and distribute correspondence for staff meetings;
15. Arrange attendance for Service staff at relevant courses as directed by the Senior Management team and maintain a staff development record;
16. Attend relevant meetings in line with the duties of the post;
17. Check and process attendance returns, illness certificates etc for staff within the Service;
18. Provide ICT administration, filing and photocopying in support of administrative processes including the use of email; intranet and internet facilities;
19. Develop, maintain and update manual and computerised filing systems and ensure archiving is carried out on a regular basis;
Purchasing and Supplies Administration/Finance
20. Establish, maintain and monitor financial and statistical records and databases on ongoing expenditure of the Service to meet DE accountability requirements;
21. Prepare and process requisitions, invoices/payment vouchers and travel claims for the Service;
22. Check and process orders for materials, equipment and other resources;
23. Provide financial and statistical information to Senior management and other Board staff as required.
Other Duties
24. Other duties which are commensurate with the grade of the post as requested by the Regional Admin Manager / Senior Management Team;
25. Comply with Board policies and procedures in relation to the duties and responsibilities of the post;
26. Maintain at all time confidentiality of information received