JOB PURPOSE
:
The Executive Officer will organise, manage and supervise administrative staff within the Service.The post holder will contribute to 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:
Administration
1. To assist the Transport Project Coordinators in the planning, organisation and delivery of the Transport Business and Performance Service and administrative, clerical, digital and ICT support for the Service.
2. To provide the necessary administrative support to the Head of Service and Senior Managers as required
3. To provide the necessary specialist expertise and support to the Head of Service and Senior Managers.This will involve undertaking qualitative and quantitative research and investigations.
4. To prepare letters, minutes, notes, reports and submissions as a result of gathering and interpreting information.
5. To collate and analyse factual information from various sources relating in order to support the work of identified senior Education Authority officers within the service.
6. To organise the daily administrative tasks of the service and allocate work.
7. To support identified Education Authority officers in the preparation of materials for courses.
8. Develop, maintain and process data using the Transport service digital systems to provide statistical information.
Meetings
9. To service and participate in meetings of Education Authority and regional committees, working groups, forums and panels as required by the line manager.
10. To service and participate in meetings of Education Authority as required by the Transport Project Coordinators and Senior Managers .
Communication and Correspondence
11. To provide advice and assistance to Education Authority officers, customers, the public and other professionals in respect of agreed aspects of the service.
12. To make decisions in conjunction with the Transport Project Coordinators and Senior Managers in respect of agreed aspects of the service.
13. To deal with written and verbal communications received in respect of the service.
14. To disseminate information to section staff and to internal and external departments.
15. To organise meetings on behalf of the line manager as requested.
Record Keeping Other Duties
16. To liaise with the Education Authority’s computer development unit with regard to the needs of the Service in relation to the establishment of digital records.
17. To ensure confidentiality of all information and records.
18. To be responsible for the creation of statistical reports as required.
19. To support the Transport Project Coordinator and Transport Senior Managers in the management and maintenance of all necessary digital and manual records.
Other Duties
20. To use own initiative to respond positively to issues which arise when the supervisoryofficer is absent.
21. Assume a flexible approach to meeting emerging/seasonal pressures by undertaking a diverse range of duties throughout the transport cycle.
22. To undertake other duties appropriate to the grade as may from time to time be required by the head of service