Project Officer - Asset Management - 3 Posts at Education Authority Northern Ireland

Belfast, Northern Ireland, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

18 Jun, 26

Salary

0.0

Posted On

20 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Business Process Review, Procedure Development, Business Case Preparation, Project Monitoring, Financial Reporting Support, Estate Legal Matters, Land Transactions, Database Management, Information Systems Development, Record Keeping, Meeting Support, Drafting Correspondence, Stakeholder Liaison, Project Management Support, Confidentiality, Coaching

Industry

Education Administration Programs

Description

JOB DESCRIPTION REPORTS TO: Assistant Development Officer RESPONSIBLE FOR: Supporting the Assistant Development Officer in all duties associated with the post. JOB PURPOSE • The post-holder will report to the Assistant Development Officer and will be required to support and work effectively with staff at all grades across the service, division and EA. • Through the provision of comprehensive services and support the post holder will contribute to the smooth running and development of the infrastructure and Capital Development division and to the delivery of major and minor projects and effective and efficient asset management. MAIN DUTIES AND RESPONSIBILITIES • Support the Assistant Development Officer in reviewing existing business and administrative procedures and protocols and in developing clear and consistent procedures and protocols for the service and division. Communicate these to staff across the service, division and directorate. • Personally prepare complex papers and information, e.g. business plans and business cases in an appropriate format. • Personally prepare planning documentation and business cases to support the service in achieving the strategic and operational objectives of the division. • Monitor tasks, action and improvements associated with the implementation of business and project plans and report to Assistant Development Officer. • Provide support with the on-going management of the service’s budgets and financial reporting arrangements. • Provide support with the management and administration of all estate legal matters and land transactions. • Provide clear information and informal coaching to division staff to enhance the level of awareness and improve the understanding of business and administrative process throughout the division. • Create, maintain, interrogate and progressively develop database/information systems to enable central co-ordinate of business and administrative support activity across the division. • Maintain and manage information, record, paper and reports for the service. • Personally prepare papers, for senior management, as required and also co-ordinate the preparation of papers across the division. • Take responsibility for follow-up actions from meetings as required. • Support senior management with the preparation for, attendance at and actions arising from meetings as required. • Draft and co-ordinate responses to Assembly Questions, Freedom of Information requests, other correspondence and complaints relating to the work of the division. • Liaise and work with internal and external stakeholders as required. • Contribute to emerging service developments as required • Provide the senior management with project management support as required. • Ensure that all duties are carried out with complete confidentiality and to the required standard as agreed with the Assistant Development Officer. 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 HNC/HND or above examination and have two years’ demonstrable experience working in an administrative/support role within an area governed by legislation or statutory framework; OR Have five years’ demonstrable experience working in an administrative/support role within an area governed by legislation or statutory framework. Demonstrable experience of successfully developing and improving a business process. Demonstrable IT proficiency including experience of using a range of Microsoft Office applications. Shortlisting by Application Form Knowledge Sound knowledge of business and admin processes and in particular those relating to business case preparation and/or estate legal matters and land transactions. 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 Skills/ Abilities In line with EA’s Game Changing People Model we will look for evidence of: A high level of written and oral communication skills including accuracy and attention to detail. Proven ability to work with initiative and to prioritise and organise a complex and busy workload. Proven ability to gather complex information form a variety of sources, analyse and interpret the information. Proven ability to build constructive and collaborative working relationships with a range of internal and external stakeholders at all levels. 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 managing a project to a successful conclusion. 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

The Project Officer will support the Assistant Development Officer in all duties, contributing to the smooth running and development of the infrastructure and Capital Development division through effective asset management and project delivery. Key duties include preparing complex documentation, monitoring project plans, supporting budget management, and handling estate legal matters.