Jobs in Armagh
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Administrative Officer
Reserve List Whilst the Council is recruiting for an Administrative Officer (AONB and Geopark), a reserve list will be compiled for future permanent, temporary, full-time, and part-time posts for Administrative Officer (AONB and Geopark) positions at Council Offices in both Downpatrick and Crossmaglen Community Centre for a period of 12 months. Working Pattern 28 hours per week, Monday to Thursday. This post is eligible to participate in the Flexi Scheme. Post holders must be prepared to work outside normal office hours, including evenings, weekends, and public and extra statutory holidays, for which appropriate payment will be made or time in lieu granted if relevant. Hours of work are kept under review and may change to meet operational requirements, providing requisite notice. Duties and Responsibilities Attend AONB and Geopark partnership and work group meetings, including preparation of agenda, collation and distribution of documentation and reports, preparation and distribution of minutes, and follow-up. Liaise effectively on arranging partnership business with elected members, offices of Ministers, senior government officials, and a wide range of organizations Prepare/assist in the preparation of publications and reports and assist in the preparation and implementation of the AONB and Geopark programme of work. Handle correspondence and enquiries, draft replies, and manage reports of activities and sightings in a tactful and efficient manner, ensuring details are correctly recorded and referred to colleagues or another agency as appropriate. Maintain a high standard of customer service. Assist in marketing and promotion of the service, provide a public information and referral service, and deliver public presentations. Organise and deliver a range of events including launches, conferences, and outdoor activities, acting as the key organisational contact and directing contractors and suppliers. Prepare, collate, and forward documents and supporting financial information to funders and other agencies in support of grant applications and claims. Process purchase orders and invoices, assist in administration of budgets and financial reports, manage petty cash, handle cash and cheques received, and be responsible for receipts and lodgements. Provide recommendations for purchases of equipment, consumables, and other goods with comparative specifications, maintenance contracts, and costs, including seeking quotations and restocking stationery. Maintain data and records on databases, prepare reports, and process timesheets and mileage sheets. Manage the website Content Management System and social media, updating information and liaising with web developers and maintenance teams as appropriate. Allocate and supervise the work of volunteers as required. Maintain the risk register and carry out risk assessments under the direction of a senior manager, ensuring health and safety requirements are adhered to at all times, including resolving defects to buildings, fixtures, fittings, and equipment, liaising with appropriate staff/contractors as necessary. Governance, Standards, and Diversity Authorise the purchase of goods and/or services in accordance with the Council’s procurement policy. Lead by example, behaving in accordance with Council values and promoting the same internally and externally. Ensure functions under the postholder’s control operate in accordance with the Council’s risk management and governance processes, and complete required documentation. Assist the Head of Service in ensuring statutory obligations are met and maintain high standards of probity and good conduct. Adhere to and comply with all Council policies and procedures relevant to this role, including risk management arrangements. Work with the Head of Service to establish customer needs and ensure they are met. Treat all individuals with respect, respond sensitively to differences, encourage others to do likewise, and ensure equality of opportunity for all. Performance Improvement Keep up-to-date with changes and amendments to relevant legislation and best practice relating to the service area. Participate in employee training and development activities to maintain required knowledge, skills, and competence. Participate in the formulation, implementation, and evaluation of the Department Business Plan. Communication and Relationships Contribute to corporate, departmental, and regional working groups as required. Actively participate in employee relations matters, including undertaking investigations and chairing hearings relating to discipline, grievance, and harassment, making decisions regarding appropriate outcomes with HR support and in compliance with legislation. Participate in the Council’s Recruitment and Selection processes as a panel member, assisting with development of person specifications, selection methods, and adhering to employment legislation and codes of practice. Promote and ensure equality of opportunity, good relations, and diversity in service delivery and employment by adhering to the Council’s Equal Opportunities policies and avoiding discrimination. General Uphold the core values of Newry, Mourne and Down District Council and work to achieve organisational objectives detailed in the Corporate Plan. Participate in the Council’s Performance and Development Review process. Contribute to fulfilling commitments in relation to anti-discrimination practices, Equality Scheme, the Northern Ireland Act 1998, and the Human Rights Act 1998. Carry out duties in compliance with the Health and Safety at Work Order 1978 (as amended), Acts of Parliament, Statutory Instruments, Regulations, and Council Policies including Dignity at Work, Health and Safety, Attendance, and Codes of Conduct. Undertake duties in a manner that enhances the positive reputation of the Council. Respect confidentiality and ensure personal and sensitive information is used, stored, and maintained in accordance with data protection legislation. Where applicable, act as Designated Safeguarding Officer, First Aider, or Fire Warden in accordance with legislation and Council policy. Where applicable, act as a keyholder and respond to emergency call-outs. Assist in the execution of the Council’s Emergency and Business Continuity Plans as required. Note: The list of duties/responsibilities is not exhaustive. Postholders may be required to carry out other duties broadly consistent with this job description. Job Title: Administrative Officer (AONB and Geopark) Employees/applicants must be capable of undertaking the duties and responsibilities in the Job Description, meet the requirements of the Person Specification, and demonstrate key competencies at a front-line level. Education / Qualifications / Experience Grade C or above in at least 4 GCSEs (or equivalent), including English Language and a numerate subject. AND Minimum 1 year’s experience supporting administration of externally funded programmes, including: • Arranging and servicing meetings and preparing documentation. • Preparing and completing grant claim forms and financial records to ensure compliance with funding conditions. • Dealing with enquiries, drafting responses, and providing high-standard customer service. In lieu of qualification: 2 years’ experience in all of the above may be accepted. Factor and Criteria Experience processing purchase orders, invoices, and supporting budget monitoring. Technical Skills and Knowledge Competence in Microsoft Office applications or equivalent. Other Requirements Full current driving licence and access to transport to meet post requirements. Ability to work outside normal office hours, including evenings, weekends, and public/bank holidays. Salary: £29,540 - £32,061 per annum pro rata
