JOB DESCRIPTION
Responsible to: Head of Service, Resourcing Service, Human Resources and Corporate Services
Reporting to: Resourcing Specialist, Human Resources and Corporate Services
Overall Job Purpose
The post-holder will be responsible for the day to day management and implementation of work involving a wide range of advanced activities within an environment of change, including a confidential, diverse administrative support service to the Head of Service/Assistant Director and Officers within the Directorate.
The Postholder will contribute to the effective functioning of the Resourcing Service by supporting the Head of Service/Assistant Director/Senior Management across the full range of Office duties ensuring the efficient organisation of the Resourcing Service and the provision of high quality, confidential, comprehensive administrative support.
The post holder will also be responsible for the management of the central administrative processes and communication flows internally between the Head of Service internally and externally to all key stakeholders and will provide a key administration role within the Resourcing Service.
The post-holder will also be responsible for administrative and clerical support to the management team within the Resourcing Service.
Main Duties and Responsibilities
General
1. To act as Assistant to the Head of Service and/or Resourcing Service Managers to ensure the effective and efficient management of the workload of the office in order to facilitate the coherent delivery of services in accordance with EA policy and procedures.
2. To ensure that the Head of Service and/or Resourcing Service Managers are equipped and briefed prior to meetings and kept fully informed of pertinent issues.
3. To action and process correspondence including DE queries and those of a highly confidential and sensitive nature and draft responses.
4. To manage the diary and workflow of the Head of Service and/or Resourcing Service Managers, schedule meetings as appropriate and compile and issue agenda and papers for meetings, take minutes of meetings and implement follow-up actions.
5. To research and prepare reports including financial as directed by the Head of Service and/or Resourcing Service Managers
6. To undertake specific/general project work under the direction of the Head of Service and/or Resourcing Service Managers.
7. Liaise with Assistant Directors, other Directors, Personal Assistants and other Service Providers as required.
8. To assist the Head of Service/Resourcing Service Managers in liaising with a wide range of stakeholders and contacts.
9. To support the Head of Service/Resourcing Service Managers in the co-ordination of consultation responses to various bodies.
10. To receive and deal with enquiries relating to administrative matters, from a wide range of internal and external contacts and make arrangements for more complex enquiries to be referred to appropriate officers.
11. To be responsible for the development, management, implementation and maintenance of comprehensive administrative support for the Resourcing Service including co-ordination and completion of administrative work in connection with the Management and Teaching Appointments Committee.
12. To assist the service in ensuring the effective and efficient management of the team’s respective workload, in order to facilitate the coherent delivery of services in accordance with EA policies and procedures.
13. To provide administrative support involving the handling of general correspondence and enquiries, undertaking requisitions and diary management, and update of relevant information sites.
14. To assist in the collation and preparation of reports, reviews and briefings emanating from the Service and respond to requests for information about issues relating to resourcing as and when necessary.
15. To manage the organisation and administration of a range of training courses, workshops and seminars for the service as required (arrange dates, take bookings, data input of evaluations and training records, produce training reports etc.)
16. To attend and take minutes of meetings convened by the Service including attendance at meetings on behalf of the Head of Service as and when necessary.
17. Administration, support, maintenance and provision of reports for a Resourcing e-learning programme.
Assembly Questions/Ministerial Queries/Freedom of Information Requests
18. To be responsible for the development, co-ordination, implementation and on-going management of an effective system within the directorate for assembly questions, ministerial queries and Freedom of Information requests
Management of Staff
19. To direct the work of, allocate the duties of, including checking for quality and quantity of work, and act as supervisory officer for administrative staff in the office.
20. To be responsible for the discipline and welfare of administrative staff in the Resourcing Service in line with EA policy and procedures.
21. To identify and evaluate the training and personal development needs of administrative staff.
22. To be responsible for the induction of administrative staff in the Resourcing Service
23. To participate in interviews for administrative staff in the Resourcing Service but also when required as part of EA recruitment and selection panels.
Other
24. To use own initiative to respond positively to issues which arise.
25. To undertake other reasonable duties appropriate to the grade.