JOB PURPOSE
Responsible for the provision of a diverse, confidential, secretarial, administrative and clerical support service within the Regional Management Unit (RMU). The Executive Officer will organise, manage and supervise administrative staff within the Service. The post holder will also support other staff in all areas related to/interfacing with the RMU to enable 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
Administrative Duties
1. Provide general admin assistance including work associated with all aspects of service delivery across the EA and communication with DE, schools and other bodies.
2. Intercept all written communication and telephone calls and filter/take action as appropriate answering calls and e-mails promptly and effectively in line with EA procedures
3. Provide advanced computer skill support in excel, word processing, email, electronic scanning and internet facilities in daily correspondence and reports
4. Carry out research work to produce verbal/written reports.
5. Compose and issue standard letters and memoranda. Source and collate papers in advance of meetings.
6. Monitor progress of tasks requested by the Regional Administration Manager (RAM) to ensure deadlines are met.
7. Attend meetings for the purposes of note taking.
8. Ensure that any issues which may arise in the absence of the RAM are dealt with efficiently and effectively by taking action or forwarding to relevant officers.
9. Establish and maintain filing systems.
10. Organise and bring forward system and personal diary for appointments, meetings etc and make arrangements for meeting to be held.
11. Generally keep the RAM informed of any relevant issues. Monitor outstanding/pending issues to ensure that they are dealt with in a timely manner.
12. Exercise interpersonal skills with other managers to ensure deadlines are met.
13. Monitor office practices and recommend changes if necessary to the RAM to ensure the service is at its most effective and promotes the best image of the EA.
Management of Information Systems
14. Develop, renew and update management information systems using the electronic resources available in order to provide appropriate reports, information and statistics in line with service targets.
15. Ensure the RMU records are maintained and up to date to reflect changing structures or conditions.
Staff Supervision
16. Supervise staff engaged in a variety of RMU activities.
17. Plan, organise and prioritise work to ensure timely completion of tasks and deadlines met.
18. Allocate work, check quality and quantity of work and monitor performance.
19. Train or ensure the effective training of staff in the conditions of service, procedures, processes and information systems required for effective administration of the RMU.
20. Carry out appraisals as appropriate.
Other Duties
21. Comply with EA policies and procedures in relation to the duties and responsibilities of this post.
22. Use own initiative to respond positively and helpfully to issues that arise in the absence of a senior team member.