Executive Officer - Transport - Business & Performance Service - 2 Posts
Executive Officer - Transport - Business & Performance Service - 2 Posts
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Job Description
JOB DESCRIPTION
REPORTS TO: Nominated Transport Business and Performance Project Coordinator
JOB PURPOSE:
The Executive Officer will organise manage and supervise administrative staff within the Service. The post holder will contribute to the effective administration of the service and administration systems including the collation and analysis of data and management of key service information management systems.
MAIN DUTIES AND RESPONSIBILITIES:
Administration
To assist the Transport Project Coordinators in the planning organisation and delivery of the Transport Business and Performance Service and administrative clerical digital and ICT support for the Service.
To provide the necessary administrative support to the Head of Service and Senior Managers as required
To provide the necessary specialist expertise and support to the Head of Service and Senior Managers. 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 Education Authority officers within the service.
To organise the daily administrative tasks of the service and allocate work.
To support identified Education Authority officers in the preparation of materials for courses.
Develop maintain and process data using the Transport service digital systems to provide statistical information.
Meetings
To service and participate in meetings of Education Authority and regional committees working groups forums and panels as required by the line manager.
To service and participate in meetings of Education Authority as required by the Transport Project Coordinators and Senior Managers .
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 service.
To make decisions in conjunction with the Transport Project Coordinators and Senior Managers in respect of agreed aspects of the service.
To deal with written and verbal communications received in respect of the service.
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 Other Duties
To liaise with the Education Authoritys computer development unit with regard to the needs of the Service in relation to the establishment of digital records.
To ensure confidentiality of all information and records.
To be responsible for the creation of statistical reports as required.
To support the Transport Project Coordinator and Transport Senior Managers in the management and maintenance of all necessary digital and manual records.
Other Duties
To use own initiative to respond positively to issues which arise when the supervisory officer is absent.
Assume a flexible approach to meeting emerging/seasonal pressures by undertaking a diverse range of duties throughout the transport cycle.
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 clickhere.
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 an NVQ 3 BTEC National or 2 A-Levels or an equivalent or higher level qualification) and two years demonstrable experience of working in an administrative role in an office environment
OR
have four years experience of working in an administrative role in an office environment
Shortlisting by Application Form
Abilities
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.
Abilities
In line with EAs Game Changing People Model we will look for evidence of:
Ability to lead direct motivate a team and effectively build working relationships through effective communication
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
The requirements of an Executive Officer
The functions of the Education Authority
EA policies and procedures
Interview
Evidence of how your experience and approach to work reflect EAs ethos and values. You will find information about our Valueshere.
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.
Demonstrable experience of using software applications to analyse collate and present information data for managers
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 pre-employment stage.
Further information can be accessed atNI Director theDepartment of Justice.
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.
Required Experience:
Unclear Seniority
Employment Type
Full Time
