Executive Officer - Primary Behaviour Support Provisions
Executive Officer - Primary Behaviour Support Provisions
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Job Description
PERSON SPECIFICATION
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 whichmay 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.
Experience
Hold NVQ Level 3 BTEC National or two A Levels or equivalent or higher and have twoyears administrative/ secretarial experience;
OR
have fouryears administrative/ secretarial experience including experience of line management.
Shortlisting by Application Form
Demonstrable experience in the use ofMicrosoft Office packages.
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 EAs Game Changing People Model.
Knowledge of Education Authority expectations of requirements of an Executive Officer.
Knowledge of the Education Authority expectations in relation to fair and equality line management.
Interview
Abilities
In line with EAs Game Changing People Model we will look for evidence of:
Ability to plan work establish priorities delegate etc.
Ability to work under pressure within strict deadlines.
Ability to lead and motivate a team and monitor work.
Excellent interpersonal and communication skills.
Organisational skills.
Ability to use initiative.
Cooperative approachable flexible.
Ability to work as part of a team.
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.
Experience of working within an educational setting.
Knowledge of computerisedsystems e.g. iProcurement SIMS EMS etc.
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 youWILLbe expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the preemployment stage.
Further information can be accessed atNI Director theDepartment of Justice.
APPLICANT GUIDANCE NOTES
To view the applicant guidance notes please clickhere.
To learn about the many great benefits of joining the Education Authority click here
The Education Authority is an Equal Opportunities Employer.
JOB DESCRIPTION
JOB TITLE: Executive Officer
REPORTS TO: Regional Administration Support Manager alongside Adviser
JOB PURPOSE:
The post holder will be required to line manage and supervise up to 5 members of staff.
The Executive Officer will organise manage and supervise administrative staff as required within Primary Behaviour Support & Provisions ensuring common working practices in all related offices.
The post holder will support Primary Behaviour Support & Provisions in all areas related to the effective administration collation and analysis of data.
FUNCTIONAL LINKS WITH
- Other services within the Education Authority.
- Other users of the service.
- Other agencies as appropriate.
The post holder will have to maintain a range of contacts within well defined terms of reference.
MAIN DUTIES AND RESPONSIBILITIES
Staff Management
- Supervise staff including allocation of tasks monitoring output quality and quantity of work.
- Identify and develop staff training needs.
- Deal with staff queries monitor staff absences and follow EA HR procedures and guidelines.
- Responsibility for carrying out staff appraisals.
- Responsibility for first level disciplinary procedures.
General Administrative Processes and Records
- Provide administrative clerical and secretarial support in relation to all aspects of work in the section.
- Use initiative tact diplomacy in responding to queries issues and problems which arise within the section in line with EA staff Code of Conduct and/or guidance from Head of Service Advisers EOTAS Centre Managers or Regional Administration Support Manager.
- Disseminate information as appropriate both within Primary Behaviour Support & Provisions and other departments within the Education Authority.
- Deal with written and verbal communications including telephone enquiries Telephone Advice Support Helpline (TASH) communications received within the service.
- Coordinate arrangements relating to incoming and outgoing post.
- Meet and Greet visitors/ meeting attendees to office/ centre.
- Assist in the administrative support associated with arranging meetings appointments courses and conferences including managing electronic diaries.
- To prepare letters minutes notes and other clerical support as appropriate and as directed by the Regional Administration Support Manager.
- Communicate on a regular basis with professional staff from within EA Services outside agencies and schools in order to provide and obtain information relevant to service.
- The post holder will be expected to have a full understanding of the referral procedures and referral criteria and to be able to interpret the procedures and criteria to make judgments about referrals on the basis of established and developing practices.
- The post holder will be expected to input record and report on referrals and TASH communication and any other regionally established systems.
ICT / Recording and Reporting
- Develop maintain and operate manual and/or computerised information systems in connection with pupils staff budgets etc using the full range of Microsoft packages and other EA systems.
- To keep up to date with recent developments in relevant data management & GDPR systems to ensure pupil records are accurately maintained through the use of EMS (Capita One) SIMS and other EA systems.
- To assist in the collation of factual data and statistical information from various sources in order to support the work of the service.
- To support the Regional Administration Support Manager in undertaking qualitative and quantitative research and investigations as required.
- To be responsible for maintaining effective recording and filing systems within the service as directed by the Regional Administration Support Manager.
- To collate and report information as requested across your allocated Locality Area.
Finance
- Responsibility for maintaining petty cash receive receipt and account for all cash.
- Use of iProcurement system to enable processes.
- Monitor and oversee requisitioning procedures including ordering purchasing receiving checking storage and distribution of resources.
- Maintain appropriate records of expenditure travel costs postage costs and other spends as requested.
- Communicate with relevant personnel and provide assistance in relation to financial procedures AWPU EOTAS Placement charging in accordance with agreed regional arrangements.
- Development and maintain records as necessary in relation to equipment inventory.
Other Duties
- Undertake other duties appropriate to the grade as may from time to time be required by the Head of Service Adviser EOTAS Centre Manager or Regional Administration Support Manager.
- Maintain a high level of confidentiality at all times.
- Comply with EA policies and procedures in relation to the duties and responsibilities of the post.
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 postholder 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 clickhere.
Required Experience:
Unclear Seniority
Employment Type
Full Time
