Coleraine Sure Start Partnership wish to recruit the following:

Administrative Assistant (temporary to cover maternity leave)
•	Salary – NJC Pt 14 / £18,795 (pro rata)
•	Hours – 30 hours per week

Closing Date Wednesday 11th March at 12.00 noon
with Interviews to be held Week Beginning 23rd March 2020

For a full set of criteria and an application form – apply in writing to suzanne@colerainesurestart.org.uk or Recruitment at Coleraine Sure Start Partnership, 34c Society Street, Coleraine BT52 1LA.

Please note that CVs are not acceptable.

Coleraine Sure Start is an Equal Opportunities Employer

JOB DESCRIPTION

TITLE : 			Administrative Assistant (Maternity Cover)
LOCATION :			Sure Start Office
RESPONSIBLE TO:	Finance and Admin Manager

SUMMARY:
To provide administrative support to the Sure Start team, including data entry and reception duties.

CORE DUTIES:

1.	Administration:
•	Typing of letters, memos, reports, advertising, and promotional materials, agenda, minutes 	and other materials as required.  In addition ensure that copies are produced, filed or 	distributed as appropriate to staff and/or partner organisations.
•	Setting up and maintaining filing systems as required.
•	Handling the post and telephone calls, taking messages and dealing with matters as 	appropriate and within specified areas of responsibility, including use of Internet and email.
•	Assisting with stock control and ordering of equipment, stationery and resources.
•	Assisting the Team with events and meetings.
•	Provide PA assistance directly to the Manager.

2.	Customer Service/Reception:
•	To assess the needs of callers to the office, provide accurate and appropriate information and to forward caller to relevant staff member/partner organisation.
•	To explain the services and support provided to callers and identify and act on opportunities to signpost where required.
•	To ensure all calls and queries are undertaken promptly and efficiently, within agreed standards to provide information and support to families using the services.

3.	Data Entry:
•	To collate and maintain statistical information using databases, including Sure Start’s own database ‘Sure Start Play’.
•	To liaise with staff and partner organisations to ensure accuracy of recording information in relation to weekly attendance at groups, visits and programmes.
•	To generate spreadsheets and to create reports both quarterly and as required.

4.	Other:
•	Any other duties as required.
•	To complete necessary reports to support the requirements of Coleraine Sure Start, NCCP and the Department.
•	To adhere to Sure Start policies and procedures.
•	To maintain confidentiality at all times.
•	Undertake relevant training and ensure continued personal development relevant to the area of work.

This job description is not intended to be rigid or inflexible, but provides guidelines within which the individual works.  It must be noted that the duties designated and the location of the post may be subject to change in the future, to meet the needs of the project.
PERSON SPECIFICATION

ESSENTIAL CRITERIA:

Applicants must have EITHER:
•	5 GCSEs including GCSE Maths and English or Equivalent
•	OCR/RSA Qualifications – Stage Two in Word Processing and/or Typing or equivalent

AND 1 year’s experience of working in an office environment which includes the following:
•	Dealing with both internal and external clients
•	Proficiency, speed and accuracy in the use of IT packages including MS Word, Excel and Outlook.
•	Familiarity with databases and the ability to quickly gain skills in using new packages.
•	Good written and verbal communication skills and inter-personal skills.
•	The ability to manage your own workload, to prioritise efficiently and meet deadlines.
•	Ability to recognise limitations of skills and knowledge and refer to colleagues when necessary.

OR the following:
•	GCSE Maths and English or Equivalent
•	OCR/RSA Qualifications – Stage Two in Word Processing and/or Typing or equivalent

AND 2 year’s experience of working in an office environment which includes the following:
•	Dealing with both internal and external clients
•	Proficiency, speed and accuracy in the use of IT packages including MS Word, Excel and Outlook.
•	Familiarity with databases and the ability to quickly gain skills in using new packages.
•	Good written and verbal communication skills and inter-personal skills.
•	The ability to manage your own workload, to prioritise efficiently and meet deadlines.
•	Ability to recognise limitations of skills and knowledge and refer to colleagues when necessary.

DESIRABLE CRITERIA:
•	Clean driving licence or the ability to access transport
•	RSA Stage Three in Word Processing and/or Typing or equivalent
•	ECDL

Application Form:	Thank you for your interest.  This Application Form should be completed in full using BLACK INK.  Applicants will be assessed only on the information requested in the Application Form.  Curriculum Vitae will not be considered.  Failure to fully complete the Application Form may cause your application to be rejected.

Job applied for:	Admin Assistant (maternity cover)

PERSONAL DETAILS

Surname
		
First Names
		
Title
		
Address		

Postcode	
	
National Ins No
		
Mobile Tel
		
Home Tel
		
Work Tel

May we contact you at work?		                                                  YES / NO
	
Do you have access to transport to meet the needs of the post?	       YES / NO
	
Do you have a Full driving licence?  					       YES / NO

Closing Date – Wednesday 11th March at 12.00 noon

Applications received after the above time will not be considered.

Please return form to:	Recruitment					OR suzanne@colerainesurestart.org.uk
			Coleraine Sure Start Partnership
			34c Society Street
			COLERAINE
			BT52 1LA						

Job Reference:_________

EDUCATION

a)	Please give full particulars of all secondary level educational qualifications.

   Level 					    	Subject Passed		Grade		Year  Attained

				

b)	Please give full particulars of all further educational qualifications.

   Degree/Diploma/Certificate		Month/Year Obtained

		

c)	Please specify any professional qualifications/memberships obtained including dates awarded. 

Name of professional body		Part No. with date and result

		

d)	Additional qualifications, training etc relevant to this post (with dates).

 

MEDICAL HISTORY

a)	Please provide brief details an approximate dates of any periods of sickness over the past two years.

   

    

 b)	Do you have a medical condition which may affect your performance in the job?		Yes/No
If yes give details. 

EMPLOYMENT HISTORY

Name and address of present employer:

Date appointed: __________________	Present salary: __________________

Job Title: ________________________	Notice Period: ___________________

Principal duties of Present Post:

EMPLOYMENT HISTORY

PREVIOUS POSTS – starting with the most recent (use additional sheets if necessary)

   Dates	Name and Address of Employer	Post	

	

		
JOB RELATED EXPERIENCE

Applicants must indicate how their experience to date meets the requirements of the job description and fulfils the criteria contained in the Person Specification.  Experience gained outside the workplace may be included.  Please continue on a separate sheet if necessary. 		

 Either one or two year’s experience working in an office environment which includes the following:

•	Dealing with both internal and external clients
•	Proficiency, speed and accuracy in the use of IT packages including MS Word, Excel and Outlook.  Familiarity with databases and the ability to quickly gain skills in using new packages.
•	Good written and verbal communication skills and inter-personal skills.
•	The ability to manage your own workload, to prioritise efficiently and meet deadlines.
•	Ability to recognise limitations of skills and knowledge and refer to colleagues when necessary.

	

REHABILITATION OF OFFENDERS – (NI) ORDER 1978 AND (EXCEPTIONS) ORDER 1979.

Unprejudiced consideration will be given to candidates who declare criminal conviction(s) unless their offence(s) is/are manifestly incompatible with the post in question.  Do you have or have ever had any convictions, cautions or bind-over orders in relation to any offence of any kind, which are to date unspent? 

Please write “Yes” or “No” _________________		(Do not leave blank)

Note:		Custodial sentences of over 30 months can never become spent.

If you answered “Yes”, please give full details of the offence including the nature of the conviction, dates of conviction and sentence imposed.

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

Note:  that under the 1979 Rehabilitation of Offenders (Exception) Order, as amended by the 1987 Amended Order, an ex-offender must disclose information about current and spent convictions if the post involves access to the young, the old, the mentally or physically disabled or the chronic sick.  If you are successful in this application, it may be necessary for a police check to be carried out before appointment can be confirmed.  By signing this application for employment, you are agreeing to this check.

Referees:
Please give the names and addresses of two persons not related to you from whom references may be sought.  One of these MUST be your present or most recent employer who is able to comment on your ability to carry out tasks of the position applied for.

Name:		______________________________________________	Tel No: ____________________

Address:	_________________________________________________________________________

	  	_________________________________________________________________________  

Occupation:	 _________________________________________________________________________

Name:		______________________________________________	Tel No: ____________________

Address:	_________________________________________________________________________

	  	_________________________________________________________________________  

Occupation:	 _________________________________________________________________________

I hereby declare that to the best of my knowledge the above information is true and accurate.

Signed ___________________________________________________	Date: ____________________

NOTE: A CANDIDATE FOUND TO HAVE KNOWINGLY GIVEN FALSE INFORMATION, OR WILFULLY SUPPRESSED ANY MATERIAL FACT, MAY BE LIABLE TO DISQUALIFICATION OR, IF APPOINTED, TO DISMISSAL.
Fair Employment Monitoring Questionnaire
Ref No: 										Private & Confidential

Introduction:  We are an Equal Opportunities Employer. We do not discriminate against our job applicants or employees and we aim to select the best person for the job.
We monitor the community background and sex of our job applicants and employees in order to demonstrate our commitment to promoting equality of opportunity in employment and to comply with our duties under the Fair Employment & Treatment (NI) Order 1998.
You are not obliged to answer the questions on this form and you will not suffer any penalty if you choose not to do so. Nevertheless, we encourage you to answer these questions. Your answers will be used by us to prepare and submit a monitoring return to the Equality Commission, but your identity will be kept anonymous. In all other regards your answers will be treated with the strictest confidence. We assure you that your answers will not be used by us to make any decisions affecting you, whether in a recruitment exercise or during the course of any employment with us.
Community Background:  Regardless of whether they actually practice a religion, most people in Northern Ireland are perceived to be members of either the Protestant or Roman Catholic communities.
Please indicate the community to which you belong by ticking the appropriate box below:

I am a member of the Protestant community:

I am a member of the Roman Catholic community: 
I am not a member of either the Protestant or the Roman Catholic communities:

If you do not answer the above question, we are encouraged to use the residuary method of making a determination, which means that we can make a determination as to your community background on the basis of the personal information supplied by you in your application form/personnel file.
Sex: Please indicate your sex by ticking the appropriate box below:
Male:			
			
Female:			

Section 1 of the Disability Discrimination Act describes a disabled person as a person with a ‘physical or mental impairment which has a substantial or long-term effect on his or her ability to carry out normal day-to-day activities’.
Using this definition, would you consider yourself to be disabled?		Yes       No    
(please tick as appropriate)
Note: If you answer this questionnaire you are obliged to do so truthfully as it is a criminal offence under the Fair Employment (Monitoring) Regulations (NI) 1999 to knowingly give false answers to these questions.