JOB PURPOSE
:
To provide efficient and effective administrative, clerical and/or secretarial support to functional and operational staff.
The post holder should be capable of working as part of a team, should display commitment, initiative and an ability to handle confidential material. The post holder should be flexible in approach and should be capable of producing high quality administrative support within agreed deadlines.
FUNCTIONAL LINKS WITH:
1. Other services within the Education Authority (EA)
2. Other users of the service
3. Other agencies as appropriate
The post holder will have to maintain a range of contacts within well-defined terms of reference.
MAIN DUTIES AND RESPONSIBILITIES:
4. To provide administrative support in relation to all aspects of the work of the section using the full range of IT equipment including word processing/typing, databases, spreadsheets, email, intranet and internet facilities.
5. To provide advice and assistance to EA officers, customers, the public and other professionals in respect of agreed aspects of the service and as directed by the Compliance Team Administrative Officer
6. To support the Commercial Procurement Service in undertaking qualitative and quantitative research and investigations as required.
7. To assist in the collation of factual data and statistical information from various sources in order to support the work of the Team.
8. To prepare letters, minutes, notes and other clerical support as appropriate
9. To assist in the preparation of materials for training courses as appropriate.
10. To process claims and invoices for payment in accordance with agreed EA procedures.
11. To use initiative and diplomacy in responding all communications received.
12. To disseminate information as appropriate both within the Team and other sections within Commercial Procurement Service and the EA.
13. To deal with written and verbal communications, including telephone enquiries and emails received within the Service.
14. To order and monitor supplies of stationery and office requisitions for all staff within the Team.
15. To organise meetings on behalf of the Team and to assist in the administrative support associated with arranging courses and conferences for the Service.
16. To be responsible for maintaining efficient recording and filing systems within the Team.
17. To undertake other duties appropriate to the grade as may from time-to-time be required by the Commercial Procurement Service.