Clerical Supervisor

Key aspects of the role include: • Assisting in the implementation of Investment Areas (within the PEACEPLUS Programme) for which the SEUPB has responsibility. • Collation and monitoring of financial and non-financial information, producing financial reports and the Distribution of information. • Providing secretariat functions (data processing, organising meetings, preparation of papers, minute taking, production of letters, memos, reports and email correspondence). • Liaising and maintaining networks with a wide range of individuals, organisations, and suppliers. • Event planning and co-ordination. • Recording, filing and retrieval of information and documentation including document control on JEMS (Joint Electronic Monitoring System) and Content Manager. • Maintaining and Reconciling budgets. • Monitoring external contracts.

KEY RESPONSIBILITIES: • Promotion of Investments Areas, liaising with and supporting applicants, assessment, and facilitation of Selection Panels. • Preparation of reports, papers, proposals, letters, memos and presentations, including document formatting, proof reading and editing. • Providing secretariat function to the Programme Steering Committees and Account Department, standard, working groups and ad-hoc meetings’ • Coordinate delivery and planning of in-person and online events. • Tracking progress of projects in meeting milestones including producing reports from databases that monitor the performance of the programme. • Provide information to third parties, both written and oral, as directed by Programme Officers and Managers. • Working with, understanding and interpreting financial and non-financial data using Microsoft Office and other programmes. • General office administration including filing, photocopying, updating website, scanning and any other ad hoc administrative duty as requested by Programme Managers/Officers. • Prepare financial claims / invoices for payment.

The above is given as a broad range of duties and is not intended to be a complete description of all tasks. SALARY SCALE: £27,897- £28,483 per annum

REPORTS TO: Joint Secretariat Programme Manager

LOCATION: The successful candidates will be based at the Clarence West Building, Clarence West Street, Belfast BT2 7GP.

ESSENTIAL QUALIFICATIONS: A minimum of 5 GCSEs grades A-C (including English Language and Maths) or equivalent. Or A minimum of Leaving Certificate (Standard/Ordinary level) – 5 grades A-C (including English Language and Maths) or equivalent.

ESSENTIAL EXPERIENCE: The successful candidate must demonstrate experience in the following areas: • A minimum of 1 years’ experience gained in an office environment. • Previous experience in an administrative capacity in an office environment with issues such as working with financial spreadsheets, processing invoice payments, creating and tracking changes on large reports, interpretation of complex financial data. • Experience in organising meetings and events in a professional context. • Experience of managing non-financial data. • Advanced technical skills with previous experience in Word, Excel, and PowerPoint in a business context. • Previous experience in working with a team. DESIRABLE CRITERIA These will be used for shortlisting purposes in the event of a large number of applicants.

DESIRABLE QUALIFICATIONS A third level qualification or equivalent (or above).

DESIRABLE EXPERIENCE • Experience in the implementation/co-ordination of EU Structural Funds. • Experience of providing secretariat functions to large meetings and events including shorthand. • Experience of working on large, centralised databases.

REQUIREMENTS The postholder will be required to travel throughout Northern Ireland and the border counties of Ireland and beyond to attend meetings/conferences which may include overnight stays on occasion. The successful candidate must, therefore, have access to a form of transport and be prepared to travel and stay away from home overnight as and when required in order to properly perform the duties and responsibilities of the post.