Job Title: Local Economic Partnership Administrative Officer Directorate: Prosperity, however, may be required to work in any Directorate across the Council Section: Economic Development, however, may be required to work in any Section across the Council Location: Signal, Balloo Road, Bangor, however, may be required to work at any location throughout the Borough Responsible to: Local Economic Partnership Manager Salary: Scale 5 (SCP 13 18) Car user status: Casual PURPOSE AND FUNCTION OF THE POST To provide a full and comprehensive secretariat to the Local Economic Partnership (LEP) and its Task and Finish Groups; to disseminate Partnership decisions internally and externally. To undertake administrative support to the Local Economic Partnership Manager, and Partners, in the organisation and arrangement of engagement and consultations events and assistance in the fulfilment of administrative requirements to meet all operational and financial procedures. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Prepare and circulate agendas and collate reports for LEP Manager. 2. To attend LEP Partnership and working groups meetings to record, draft and finalise minutes of same, placing minutes on the website and circulating as appropriate to Members and statutory bodies. 3. To assist with the organisation and arrangement of consultation and engagement events and attendance at same. 4. To assist with drafting and disseminating formal correspondence arising out of the LEP. 5. To assist in the co-ordination of all required claims and audits relevant to the delivery of the LEP Action Plan. 6. To assist in the co-ordination of all tenders and quotes received and prepare the relevant documents for the LEP Manager to proceed with the evaluation. 7. To gather and analyse statistical data for the creation of required presentations and tables to report on the progress of the LEP. 8. To manage an on-line presence promoting the work and role of the Local Economic Partnership. 9. To assist in the maintenance of a Declaration of Interest Register. 10. To provide an information and advisory service for Members attending meetings and carrying out other duties, including making arrangements for attendance at training courses as required. 11. Creating various reports and all other administrative duties including word processing, audio typing, maintenance of spreadsheets and databases, central and localised filing systems and general external and internal enquiries to ensure the smooth and efficient running of the LEP and ensuring that the SharePoint folders relating to the LEP are up-to-date and efficiently organised. 12. To comply with and promote equality, health and safety in accordance with Council policies and legal requirements. 13. To undertake any other appropriate duties as may be allocated from time to time in accordance with the general nature of the post. The post holder must be prepared to accept evening work as part of the normal duties and normal working hours of the post. PERSON SPECIFICATION The person specification provides information on the qualifications, experience, knowledge and skills required to carry out the duties of the post. The essential criteria will be used for shortlisting and as part of the selection process. QUALIFICATIONS ESSENTIAL 2 A Levels or equivalent (Grade C or above). DESIRABLE Level 4 qualification in a business or finance related subject EXPERIENCE ESSENTIAL At least three years relevant experience in all of the following areas: - Organising and prioritising a demanding workload - Dealing with the public and members (in person or by phone) - Taking minutes at formal meetings - Use of mail merge and databases - Sending out mail shots and email circulars to identified groups - Experience in the maintenance of spreadsheets and databases - Experience of monitoring revenue budgets - Experience using a Web Based Software System DESIRABLE Carrying out research Development of tender documentation Project Governance Experience of coordinating systems for management including; budgetary control relating to procurement, funding initiatives, completion of returns and financial processing KEY SKILLS & ABILITIES ESSENTIAL Ability to produce accurate work to tight deadlines Strong ICT skills e.g. Microsoft Office (PowerPoint, Excel, Access and Word) Excellent organisational skills Excellent written and verbal communication skills Ability to develop positive working relationships with internal/ external stakeholders Ability to use own initiative Ability to analyse complex information OTHER REQUIREMENTS ESSENTIAL - Be prepared to work outside normal office hours as required to fulfil the duties of the post - Access to a form of transport that will allow fulfilment of the duties of the post - Access to the internet to enable home working if and when required The selection panel reserves the right to enhance the shortlisting criteria to facilitate the process when necessary.