JOB PURPOSE
:
To provide a comprehensive and confidential administrative support service to the Exceptional Teaching Arrangements (ETA) Service.
MAIN DUTIES AND RESPONSIBILITIES:
General Administrative Processes and Records
1. Provide administrative support to the local ETA Service to include drafting correspondence, reports, court papers, agendas and minutes, screening mail and telephone calls, receiving visitors and maintaining diaries for officers;
2. Develop, maintain and operate manual and computerised information systems to include EMS to provide appropriate statutory returns;
3. Monitor and process correspondence originating from the ETA service.
4. Arrange meetings, appointments, attendance at conference and co-ordinate diaries, calendars and task lists;
5. Provide administrative support for ETA Service;
6. Research and collate information including statistical data in order to brief the ETA Manager;
7. Monitor the EHE Portal and provide support for parental/carer enquiries.
8. Liaise with Education Authority sections, local schools, medical professionals, Social Services in connection with the work of the team;
9. Photocopy and collate materials as required;
10. Prepare booklets/handouts for schools/parents under the guidance of the ETA Service;
11. Maintain an up-to-date filing system.
Invoicing Systems
12. Prepare and process requisitions, invoices/payments for approval and payment;
13. Maintain stationery/stock and equipment for use in the service;
14. Prepare pupil data to ensure prompt invoicing of schools;
Reception, Secretarial and Secretariat
15. Operate the telephone, receive visitors and provide assistance as required;
16. Provide IT administration, voicemail, filing photocopying in support of administrative processes including the use of email, internet and internet facilities;
17. Sort, screen and distribute all mail;
18. Responsible for preparing outgoing mail;
19. Ensure the storage of valuable items and confidential documentation;
20. Maintain stock levels of all administrative documents;
21. Access and prepare files for various case conferences;
22. Communicate with staff from other agencies to receive and provide basic information;
23. Service meetings and draft minutes as required;
24. Such other duties as may be related to the level of the job at the discretion of the Head of ETA.