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Senior Clerical Officer - Support to Head of Youth - 2 Posts, Lisburn
Client: Education Authority
Location: Lisburn, United Kingdom
Job Category: Other
EU work permit required: Yes
Job Reference: 34eec4ae8a7d
Job Views: 3
Posted: 08.05.2025
Expiry Date: 22.06.2025
Job Description:
JOB DESCRIPTION
Job Purpose
To provide confidential and comprehensive secretarial support to the Head of Youth and Senior Leadership Team, contributing to the effective operation of youth services through administrative support.
Main Duties and Responsibilities
The main duties include:
* Act as initial contact for EA Youth Services, greet visitors, provide hospitality.
* Design and produce presentations, reports, letters, workshop materials, memos, emails using Microsoft Office.
* Create and maintain spreadsheets, databases, contact lists, questionnaires for Youth Services.
* Prepare PowerPoint presentations for the Head of Youth.
* Handle correspondence, record keeping, respond to inquiries from EA Officers, Schools, government agencies, public.
* Arrange meetings involving Senior Management and other stakeholders.
* Make calls and send emails on behalf of the Head of Youth, collate feedback.
* Manage messages for the Head of Youth and respond to service queries.
* Prepare materials for meetings, including inter-agency, board, steering groups, conferences.
* Maintain electronic diaries and filing systems.
* Take minutes, record actions, follow up on meeting outcomes.
* Conduct basic research, use internet for data collection, present findings.
* Distribute mail and emails within the service.
Administration
* Support meetings, conferences, seminars, committees with logistics and documentation.
* Input and disseminate information to EA staff and external stakeholders.
* Assist other secretaries in absence, perform typing, filing, inquiries.
* Arrange venues, catering, equipment for events.
* Organize work priorities and tasks.
* Provide advice on EA policies, curriculum initiatives, strategies.
* Handle expense forms, leave sheets, HR requisitions, applications, evaluations.
* Communicate with EA staff, external agencies, public for routine matters.
* Attend conferences to register delegates and support secretarial tasks.
* Operate office equipment and support ICT needs.
* Maintain office supplies and resources.
Finance
* Requisition materials/services following EA procedures.
* Assign financial codes, approve requisitions electronically.
* Receive and verify deliveries, ensure invoice accuracy.
* Check and process invoices, maintain financial records.
* Coordinate with Accounts, Purchasing, suppliers regarding deliveries and invoicing.
* Assist with budget information as needed.
* Support work allocation if the Assistant Director’s PA is absent.
* Perform other duties to ensure Youth Service efficiency.
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