Executive Officer Literacy Service
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Job Summary
JOB DESCRIPTION
REPORTS TO: Regional Admin Manager
RESPONSIBLE FOR: Management supervision and co-ordination of administration team of Senior Clerical Officers
JOB PURPOSE
The Executive Officer will work as part of the EA Literacy Service Team across regional areas to support the service delivery of the Literacy Service.
The Executive Officer will organise manage and supervise administrative staff within the Service. The post holder will also support other staff in all areas related to/interfacing with the Literacy Service to enable 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
Supervision
- Supervise appropriate staff including the management and allocation of duties. (Supervision is defined as having full permanent accountability for planning and co-ordinating the quantity and quality of work as well as managing issues relating to discipline and welfare);
- Identify and provide on the job training to appropriate staff as and when needed during recruitment of staff;
- Supervise staff as required including the allocation of tasks checking output quality and quantity of work rotation and reallocation of duties or workload;
- Ensure that new staff as assigned are trained in all procedures and practices within the teams localities and are kept updated in line with developments with respect to relevant data management systems including One Live and MS SharePoint;
- Co-ordinate with locality areas and provide cover if required;
- Ensure staff are appraised in line with the EAs Staff Appraisal Procedures and assist in compiling a staff development plan in accordance with the EAs Staff Development Policy to maximise the potential of staff and access to appropriate training.
General Administrative Processes and Records
- Provide administrative clerical and secretarial support to the Service locality areas;
- Establish maintain and operate manual and computerised information systems to support the areas in order to provide appropriate reports information and statistics in line with Service targets and DE requirements;
- Keep up to date in line with developments with respect to relevant data management systems including One Live/Share-point;
- Arrange meetings appointments attendance and courses/conferences and general co-ordination of diaries;
- Collate and provide statistical information and reports as required by Service Senior management in line with requirements of the project;
- Word process correspondence reports agendas and minutes (including recording minutes) and create and design databases spreadsheets forms presentations leaflets booklets etc. for the teams using a variety of software packages including PowerPoint;
- Act as Personal Assistant to the Regional Admin Manager to provide a confidential service when dealing with information of a sensitive or personal nature and which includes dealing with telephone queries drafting correspondence receiving visitors providing statistical returns and maintaining diaries for officers/senior officers;
- Prepare and distribute correspondence for staff meetings;
- Arrange attendance for Service staff at relevant courses as directed by the Senior Management team and maintain a staff development record;
- Attend relevant meetings in line with the duties of the post;
- Check and process attendance returns illness certificates etc for staff within the Service;
- Provide ICT administration filing and photocopying in support of administrative processes including the use of email; intranet and internet facilities;
- Develop maintain and update manual and computerised filing systems and ensure archiving is carried out on a regular basis;
Purchasing and Supplies Administration/Finance
- Establish maintain and monitor financial and statistical records and databases on ongoing expenditure of the Service to meet DE accountability requirements;
- Prepare and process requisitions invoices/payment vouchers and travel claims for the Service;
- Check and process orders for materials equipment and other resources;
- Provide financial and statistical information to Senior management and other Board staff as required.
Other Duties
- Other duties which are commensurate with the grade of the post as requested by the Regional Admin Manager / Senior Management Team;
- Comply with Board policies and procedures in relation to the duties and responsibilities of the post;
- Maintain at all time confidentiality of information received
This job description will be subject to review in light of changing circumstances and service development 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
| 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 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.
| Factor | Essential Criteria | Method of Assessment |
| Qualifications/ 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 5 years experience of working in an administrative role in an office environment Demonstrable experience of purchasing and supplies administration | Shortlisting by Application Form |
| Skills/ Abilities | Demonstrable experience in the use of computer packages to include use of Microsoft Word Excel PowerPoint and Outlook. | 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.
| Factor | Essential Criteria | Method of Assessment |
| Knowledge | Evidence of knowledge of: The requirements of an Executive Officer. General office administrative processes and records. | Interview |
| Skills/ Abilities | In line with EAs Game Changing People Model we will look for evidence of: Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines. Evidence of a customer focused approach to work Demonstrable people management and team skills to successfully motivate and manage others. Evidence of sound interpersonal and communication skills. | Interview |
| Values Orientation | 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.
| Factor | Desirable Criteria | Method of Assessment |
| Experience | Demonstrable experience of operating management information systems. | 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 on
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
Key Skills
- Electro Mechanical
- Data Entry
- Customer Service
- Commerce
- Communication
- ABAP
About Company
The Education Authority is responsible for delivering education services across Northern Ireland.
