JOB DESCRIPTION
REPORTS TO: Nominated Transport Officer
JOB PURPOSE: To provide administrative, clerical and secretarial support in the Transport Division
MAIN DUTIES AND RESPONSIBILITIES
* Provide administrative, clerical and secretarial support to Officers in the Service
* Develop, maintain and operate manual and/or computerised information systems
* Complete and submit all returns/records as required
* Contact relevant personnel to receive and provide information
* Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources
* Stock control of resources
* Arrange for the maintenance of equipment
* Receive, screen and direct all telephone calls
* Receive visitors and provide hospitality as required
* Provide word processing/typing, filing, duplication and photocopying, including use of e‑mail, intranet and Internet facilities where appropriate
* Sort, screen and distribute all mail
* Ensure the secure storage of valuable items and confidential documentation
* Draft correspondence, obtain and update lists, registers and management information systems
* Maintain diaries, arrange appointments, meetings and provide a secretarial service for Senior Officers within the Service
* Communicate on a regular basis with professional staff from outside agencies to receive or provide information
* Service meetings and draft minutes as required
* Assist work placement students with practical tasks and assignments within the office where appropriate
ESSENTIAL CRITERIA
* Five GCSE passes (grades A*-C) or relevant equivalent or higher examination qualifications and one year’s administrative/clerical experience in an office environment including the practical use of computers; or have three years’ administrative/clerical experience in an office environment including the practical use of computers
* Knowledge of general office administrative processes and records
* Knowledge of the functions of the Education Authority
* 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
* Excellent ICT skills including Microsoft Word, Outlook and Excel
* Evidence that experience and approach to work reflect EA’s ethos and values
DESIRABLE CRITERIA
* Demonstrable experience of organising a busy workload and giving attention to detail to produce accurate, high‑quality work to deadlines
* Evidence of proficiency in the use of computer packages, including Microsoft Word, Excel, PowerPoint and Outlook
* GCSE pass (grade A*-C) or equivalent or higher in Mathematics
* GCSE pass (grade A*-C) or equivalent or higher in English
DISCLOSURE OF CRIMINAL BACKGROUND
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. In the event that you are recommended for appointment to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you will be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre‑employment stage. Further information can be accessed at NI Direct or the Department of Justice.
Equal Opportunities Employer
The Education Authority is an Equal Opportunities Employer.
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.
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