Executive Officer - PEACEPLUS ASPIRE at Education Authority Northern Ireland

Dundonald, Northern Ireland, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

14 Sep, 26

Salary

0.0

Posted On

16 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Staff Supervision, Financial Reporting, Oracle Financial System, Microsoft Office, Administrative Management, Research and Analysis, Record Keeping, Customer Service, Meeting Coordination, Budgeting, Personnel Appraisal, Data Analysis

Industry

Education Administration Programs

Description

JOB DESCRIPTION RESPONSIBLE TO: Administrative Officer – PEACEPLUS ASPIRE RESPONSIBLE FOR: Senior Clerical Officer JOB PURPOSE: To provide and effective support structure to the Administrative Officer and Assistant Principal Officer with respect to administration, finance and clerical duties. To organise, manage and supervise staff in the provision of administrative, clerical and secretarial support to the section. MAIN DUTIES AND RESPONSIBILITIES: Management and Supervision To supervise administrative staff in the section including the management and allocation of duties. To deputise for the Administrative Officer in all aspect of the post. To contribute to the development of a positive team ethos and for the discipline and welfare of administrative staff in the section. To identify, co-ordinate and evaluate the training and personal development needs of administrative staff in the section within the context of the Education Authority appraisal scheme and to ensure, as far as possible that these needs are met. To ensure that all staff for whom the post holder is responsible within the section are appraised annually in accordance with the board’s scheme. To induct and train all temporary and permanent administrative staff for whom the post holder is responsible within the section. Administrative To assist the Administrative Officer in the planning, organisation and delivery of an effective administrative, clerical and secretarial support for the section. To provide the necessary secretarial support to the Administrative Officer as required. To provide the necessary specialist expertise and support to the Administrative Officer. This will involve undertaking qualitative and quantitative research and investigations. To prepare letters, minutes, notes, reports and submissions as a result of gathering and interpreting information. To collate and analyse factual information from various sources relating in order to support the work of identified senior board officers within the service. To organise the daily administrative tasks of the office and allocate work. To support identified Education Authority officers in the preparation of materials for courses. To serve as a member on interview panels for administrative staff in the section. To carry out occasional spot check visits to out-centres in relation to auditory requirements. To maintain the ASPIRE PEACEPLUS and Partnership Directories. To maintain databases such as School awards, External funding and financial reporting. To assist the Administrative Officer with administration of ASPIRE PEACEPLUS. To assist with the processing of TR268 Sub cover forms. Meetings To service and participate in meetings of Education Authority committees, working groups, forums and panels as required by the line manager. Finance To assist in the operation of the purchasing order procedures for the section. To operate and oversee requisitioning procedures including the ordering, purchasing, receiving, check, storage and distribution of resources. To assist with the processing of financial claims relating to ASPIRE PEACEPLUS funds as required. Receipt, reconciliation and lodgement of finance in respect of ASPIRE PEACEPLUS funds as required. Communication and Correspondence To provide advice and assistance to Education Authority officers, customers, the public and other professionals in respect of agreed aspects of the project. To make decisions in conjunction with the Administrative Officer in respect of agreed aspects of the project. To deal with written and verbal communications received in respect of the project. To disseminate information to section staff and to internal and external departments. To organise meetings on behalf of the line manager as requested. Record Keeping To liaise with the Education Authority computer development unit with regard to the needs of the section in relation to the establishment of computerised records. To develop and maintain efficient recording and filing of records in line with EA Policies and Procedures. To ensure confidentiality of all information and records. To be responsible for the creation of statistical reports as required. To support the Administrative Officer in the management and maintenance of all necessary computerised and manual records. General Duties To use own initiative to respond positively to issues which arise if the supervisory officer is absent. To undertake other duties appropriate to the grade as may from time-to- time be required by the head of service. 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. To view the summary of terms and conditions for this post, click here. PERSON SPECIFICATION NOTES TO JOB APPLICANTS 1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant. 2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise. 3. The stage in the process when the criteria will be measured is outlined in the table below. 4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. 5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role. 6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria. Section 1 - Essential Criteria The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted. Factor Essential Criteria Method of Assessment Qualifications/ Experience Hold a NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and two years’ experience working in an administrative role in an office environment to include demonstrable experience using Microsoft packages; OR Have four years’ experience working in an administrative role in and office environment to include demonstrable experience using Microsoft packages. Have six months demonstrable experience in the preparation and interpretation of financial reports. Demonstrable experience in the use of the Oracle Financial System or similar. Shortlisting by Application Form Other The successful candidate will be required: to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion; OR be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion. Shortlisting by Application Form Section 2 - Essential Criteria The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model. Factor Essential Criteria Method of Assessment Knowledge Knowledge of the requirements of an Executive Officer Knowledge of the functions of the Education Authority Knowledge of EA policies and procedures Interview Skills/ Abilities In line with EA’s Game Changing People Model we will look for evidence of: Ability to lead, direct and motivate a team Good organisational skills and ability to organise a busy workload to deliver effective results on time Flexibility to meet changing demands and to prioritise and delegate as required Ability to take a responsive and customer focused approach to work Excellent ICT skills Ability to work to a high level of accuracy and attention to detail Interview Values Orientation Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here. Interview Section 3 - Desirable Criteria Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted. Factor Desirable Criteria Method of Assessment Experience Demonstrable experience of dealing with External Funding Agencies Shortlisting by Application Form Our Values Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential. 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 appointed 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. APPLICANT GUIDANCE NOTES To view the applicant guidance notes, please click here. To learn about the many great benefits of joining the Education Authority, click here The Education Authority is an Equal Opportunities Employer.

Responsibilities

Provide administrative, financial, and clerical support to the Administrative Officer and Assistant Principal Officer. Supervise and manage administrative staff, including duty allocation, training, and annual appraisals.