At a Glance
- Tasks: Provide essential admin support and manage records in a dynamic transport division.
- Company: Join the Education Authority, a leading organisation committed to equal opportunities.
- Benefits: Gain valuable experience, develop your skills, and enjoy a supportive work environment.
- Other info: Flexible working environment with opportunities for personal growth and development.
- Why this job: Make a difference while honing your administrative skills in a collaborative team.
- Qualifications: Five GCSEs or equivalent and one year of relevant office experience required.
The predicted salary is between 30000 - 40000 £ per year.
REPORTS TO: Nominated Transport Officer
JOB PURPOSE: To provide administrative, clerical and secretarial support in the Transport Division
MAIN DUTIES AND RESPONSIBILITIES
- Provide administrative, clerical and secretarial support to Officers in the Service
- Develop, maintain and operate manual and/or computerised information systems
- Complete and submit all returns/records as required
- Contact relevant personnel to receive and provide information
- Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources
- Stock control of resources
- Arrange for the maintenance of equipment
- Receive, screen and direct all telephone calls
- Receive visitors and provide hospitality as required
- Provide word processing/typing, filing, duplication and photocopying, including use of e‑mail, intranet and Internet facilities where appropriate
- Sort, screen and distribute all mail
- Ensure the secure storage of valuable items and confidential documentation
- Draft correspondence, obtain and update lists, registers and management information systems
- Maintain diaries, arrange appointments, meetings and provide a secretarial service for Senior Officers within the Service
- Communicate on a regular basis with professional staff from outside agencies to receive or provide information
- Service meetings and draft minutes as required
- Assist work placement students with practical tasks and assignments within the office where appropriate
ESSENTIAL CRITERIA
- Five GCSE passes (grades A*-C) or relevant equivalent or higher examination qualifications and one year’s administrative/clerical experience in an office environment including the practical use of computers; or have three years’ administrative/clerical experience in an office environment including the practical use of computers
- Knowledge of general office administrative processes and records
- Knowledge of the functions of the Education Authority
- Ability to organise a busy workload to deliver effective results on time
- Flexibility to meet changing demands as required
- Ability to communicate and work effectively with others as part of a team
- Ability to use own initiative to solve problems and respond to others
- Ability to take a responsive and customer‑focused approach to work
- Excellent ICT skills including Microsoft Word, Outlook and Excel
- Evidence that experience and approach to work reflect EA’s ethos and values
DESIRABLE CRITERIA
- Demonstrable experience of organising a busy workload and giving attention to detail to produce accurate, high‑quality work to deadlines
- Evidence of proficiency in the use of computer packages, including Microsoft Word, Excel, PowerPoint and Outlook
- GCSE pass (grade A*-C) or equivalent or higher in Mathematics
- GCSE pass (grade A*-C) or equivalent or higher in English
DISCLOSURE OF CRIMINAL BACKGROUND
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. In the event that you are recommended for appointment to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you will be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre‑employment stage. Further information can be accessed at NI Direct or the Department of Justice.
Equal Opportunities Employer
The Education Authority is an Equal Opportunities Employer. This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time. In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
Senior Transport Admin & Records Specialist in Ballymena employer: Education Authority (Northern Ireland)
The Education Authority is an exceptional employer, offering a supportive work culture that values teamwork and professional development. Located in Northern Ireland, employees benefit from a flexible environment that encourages growth and innovation, alongside competitive remuneration and a commitment to equal opportunities. Join us to make a meaningful impact while enjoying a fulfilling career in public service.
Contact Details:
Education Authority (Northern Ireland) Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Senior Transport Admin & Records Specialist in Ballymena
✨Tip Number 1
Network like a pro! Reach out to people in the transport and admin sectors on LinkedIn or at local events. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its values. Make sure you can talk about how your skills align with their needs, especially in areas like organisation and customer focus. We want to see that you’re not just a fit on paper!
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family to get comfortable with common questions. This will help you articulate your experience and show off your ICT skills confidently.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, we love seeing candidates who take the initiative to connect directly with us.
We think you need these skills to ace Senior Transport Admin & Records Specialist in Ballymena
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your application to highlight how your skills and experience match the job description. We want to see how you can bring value to our team, so don’t hold back on showcasing your relevant experience!
Show Off Your ICT Skills:Since this role requires excellent ICT skills, be sure to mention your proficiency in Microsoft Word, Excel, and Outlook. We love seeing examples of how you've used these tools effectively in previous roles.
Be Clear and Concise:When writing your application, keep it clear and to the point. We appreciate straightforward communication, so avoid fluff and focus on what makes you a great fit for the Senior Transport Admin & Records Specialist position.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at Education Authority (Northern Ireland)
✨Know Your Stuff
Make sure you understand the key responsibilities of a Senior Transport Admin & Records Specialist. Brush up on administrative processes, stock control, and the use of ICT tools like Microsoft Word and Excel. Being able to discuss these confidently will show that you're prepared and knowledgeable.
✨Showcase Your Experience
Prepare specific examples from your past roles that demonstrate your ability to manage a busy workload and maintain attention to detail. Think about times when you successfully organised resources or handled multiple tasks simultaneously, as this will highlight your suitability for the role.
✨Practice Communication Skills
Since the job involves regular communication with various personnel, practice articulating your thoughts clearly. You might want to rehearse how you would explain complex information simply, as well as how you would handle inquiries or direct calls professionally.
✨Be Ready for Scenario Questions
Expect questions that assess your problem-solving abilities and customer-focused approach. Prepare for scenarios where you might need to prioritise tasks or deal with unexpected changes. Think through how you would respond to ensure effective results while maintaining a positive attitude.
