Description
Administration Officer Temporary full-time opportunity (may lead to a permanent opportunity) Closing Date: Completed CVs and Shortlisting Forms must be received by 4.00pm on Tuesday 6th May 2025 INTRODUCTION Applications are invited for the appointment of a temporary Administrative Assistant for Middletown Centre for Autism. Middletown Centre for Autism is an equal opportunities employer RETURN OF APPLICATION FORMS Completed shortlisting forms should be returned to the HR Department, Middletown Centre for Autism, 35 Church Street, Middletown, Co. Armagh, BT60 4HZ. Alternatively, application forms may be e-mailed details available by clicking Apply below..Where applications are submitted online applicants, if shortlisted, will be required to sign their application form when attending for interview. NOTE TO CANDIDATES Candidates with a disability who require assistance will be facilitated upon request. Candidates who wish to receive application forms and information packs in accessible formats are requested to advise Middletown Centre of their requirements as promptly as possible allowing for the fact that the closing date for receipt remains the same for all applicants as noted above. TERMS AND CONDITIONS OF APPOINTMENT Salary: This post is being offered at responsibility point 5-6 £24,790 – £25,183 per annum. Contracted Hours: 37 hours per week Monday to Friday Work location Middletown Centre for Autism Post Status: Temporary Appointment may lead to permanent opportunity Continuous Service: The Centre will recognise anyprevious service in any of the organisations included in Redundancy Payments (Continuity of Employment in Local Government, etc.) (Modification) Order (Northern Ireland) 1999. This includes any service within education. Leave: 23 days per annum, rising to 29 days after 5 years continuous service, plus public and privilege holidays (previous continuous service within education will be recognised). Pension: Middletown Centre for Autism is a member of NILGOSC pension scheme. Successful applicants are eligible to contribute to this scheme. (Teachers wishing to continue contributions to the NI Teachers Superannuation Scheme may continue to do so while in employment at Middletown Centre for Autism). Probationary Period: The post holder will normally be required to serve a 6-month probationary period. JOB DESCRIPTION Job Title: Administrative Officer (Temporary & Full-Time) Reporting to: Personal Assistant to the Chief Executive Location: Middletown Centre for Autism, Co Armagh Job Purpose: The Administrative Officer will provide a comprehensive secretarial and administrative support service to the Middletown Centre for Autism. It is anticipated that this role will continually develop and evolve in line with organisational development providing new responsibilities, challenges and opportunities for the post holder. The principal responsibilities are therefore an indicator of the main aspects of the role as opposed to representing a definitive list. Main Duties Act as part of a team to provide a telephone a reception service for the Centre. Act as part of a team to provide a reception service to all visitors and guests to the Centre and advise the appropriate officer of their arrival. Assist and provide support to the finance team as and when required. Prepare, collate and input data to support the Training and Research Team and the LSA Team. Prepare, collate and circulate all documentation, papers and agendas for meetings, and as directed, act as secretary to meetings and undertake appropriate, follow up actions. Undertake a range of text, data and image processing duties. Draft and circulate documents, acknowledgements, holding repliesand on occasions, as directed, collate information from a range of sources to assist with the preparation of corporate responses. Liaise as directed, with external bodies including Government agencies, Ministerial Offices, Public Bodies, and other organisations as required. Provide secretarial support for the Heads of Division as required. Use an electronic document storage system and ensure that electronic and manual files and filing systems are appropriately structured and managed. Process and manage all e-mails and hard copy correspondence including incoming post, reports and publications, prioritising issues of urgency, in accordance with the Centres guidance and procedures. Arrange meetings, events, conferences, speakers etc. and issue invitations as per senior officers instructions. Participate in staff development activities to enhance knowledge and skills to fulfil the role. Other Duties Other duties include assisting with the development and delivery of presentations, managing access to the Middletown site, photocopying, proof reading and contributing to the development of procedural guidance/job instructions. General Principles The postholder shall, at all times, uphold and comply with the Centres policy on the Protection of Children and Young People in an Educational Setting. The postholder shall, at all times, uphold and comply with the Centres Equal Opportunities Policy. The postholder shall, at all times, uphold and comply with the Centres Health and Safety at Work Policy. Conditions The post holder may be required to attend evening meetings as necessary and must have access to a form of transport, which will permit them to meet the requirements of the post in full. This is a description of the job as it is at present constituted. It is the practice of the Centre to periodically examine employees job descriptions and update them to ensure that they relate to the job as it is being performed or to incorporate proposed changes. This procedure will normally be carried out through discussion between the post holder and the line manager. It is the Centres aim to reach agreement on reasonable changes, but if agreement is not possible, the Centre reserves the right to insist on changes to a job description, after consultation with the post holder. N.B. The above is given as a broad range of duties and responsibilities and is not intended as a complete description of all tasks. PERSONNEL SPECIFICATION Job Title: Administrative Officer (Temporary & Full-Time) Reporting to: Personal Assistant to the Chief Executive Essential criteria: Applicants must be able to demonstrate the following by the closing date: 5 GCSE/GCE O level or equivalent qualification, grades A C in separate subjects which must include English and Maths, Demonstrate a high proficiency working with MS Office, particularly Word, Excel, Outlook and Powerpoint, At least 2 years practical experience gained working in an administrative role in a busy office environment. Desirable criteria: If a large number of forms are received, it may be necessary to carry out a further shortlisting exercise to reduce the number of candidates to be invited for interview. In such circumstances the following desirable criteria may be assessed as part of the written shortlisting exercise: 3 A level qualification, grades A C or equivalent, RSA (OCR) Stage 2 in Word Processing or equivalent computer related qualification. In addition to satisfying the above essential criteria, applicants will also be expected to display the following qualities and skills. Team Working The ability to establish and maintain honest and constructive working relationships, taking into account the needs for confidentiality and sensitivity. The ability to work effectively as a member of a team in a busy administrative environment. Communication The ability to communicate confidently, clearly and concisely both orally and in writing, with internal/external customers with confidence. Evidence of your ability to communicate effectively with your line manager and other team members, providing up to date information on work progress status, action points, areas for concern etc. Organisation and Planning The ability to manage time and other resources proficiently to achieve quality results, as well as working on your own initiative. The ability to adapt to a changing environment and to work with minimum supervision. Managing Resources To use IT systems to maintain and improve information and communication processes. Problem Solving The ability to analyse information, draw sound conclusions and present your findings to others.
