JOB DESCRIPTION
JOB TITLE: Executive Officer
REPORTS TO: Senior Executive Officer
RESPONSIBLE FOR: Provision of administrative support to the Senior Executive Officer and functional team in respect of 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.
This job description is intended to provide an outline of the level of duties that the postholder will be expected to undertake within the Asset Management Services. 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.
JOB PURPOSE
The post-holder 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 Asset Management Service and to the delivery of major and minor projects and effective and efficient asset management.
* To organise and provide best practice administrative service within a designated functional area or to undertake an advisory role in a specialist area of work within the O&E Directorate.
* The postholder will be accountable for the performance of the team and will co-ordinate a range of well-defined tasks governed by procedures and guided by practice and precedent.
* As an advisor in a specialist role the post holder will be required to solve problems within a designated area and will provide a significant level of specialist support and advice involving a functional area of work which may require qualifications and or experience in a professional or technical discipline.
MAIN DUTIES AND RESPONSIBILITIES
Service Delivery
* Ensure effective service delivery in an assigned area of AMS activity.
* Plan, organise and prioritise work to ensure timely completion of tasks and deadlines are met.
* Check quality and quantity of work and monitor performance.
* Advise on training needed to ensure the effective work of staff in the conditions of service, procedures, processes and information systems required for effective administration of assigned Asset Management functions.
Specialist Advice & Support
* Assist with the review and revision of policies, procedures, guidelines and work processes as required in consultation with senior staff to impact positively on service delivery.
* Contribute to the delivery of projects and continuous improvement of the service.
* Contribute to the Business Plan setting, reviewing, and/or identifying performance measures and targets for the effective and efficient delivery of service.
* Provide accurate and timely management reporting information as required, undertake research and contribute to development of effective Asset Management Governance.
* Contribute to developing effective Information Management Systems for use across the Asset Management Service to inform and develop best practice.
* Ensure effective communication within all AMS teams across localities, to include internal and external stakeholders.
* Use a range of ICT resources such as MS Teams, SharePoint, Manhattan, IFS Oracle and Microsoft Office to provide an efficient and effective administration service.
Service specific duties and responsibilities
* Provide support to all Senior AM Officers 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.
Reporting
* Assist in the development and maintenance of database/information management systems to enable central co-ordination of business and administrative support activity across the division.
* Assist in the coordination of responses to Assembly Questions, Freedom of Information requests, other correspondence and complaints relating to the work of the division.
* Assist with writing reports for the EA and senior officers on subjects such as small schools, nursery schools, development proposals and others that may arise.
* Collation of Committee papers for submission to senior management.
Business Cases
* Assisting in the preparation of complex papers, Business Cases and documentation to support the service in achieving the strategic and operational objectives of the division.
* Assist in the preparation of papers for senior management, as required and also co-ordinate the preparation of papers across the division.
Enrolments
* Preparing schedules of accommodation for primary and post primary and Special Schools.
* Assisting with conducting on-site audits of accommodation.
* Maintain and manage information, records, papers and reports for the service.
Meetings
* Attending and participating in meetings relating to AMS delivery and assume responsibility for follow-up actions from meetings as required.
* Assisting senior staff at meetings and drafting reports.
* Assist senior management with the preparation for, attendance at and actions arising from meetings as required.
Records
* Assisting in analysing Asset Management Service expenditure and provide support with the on-going management of the service’s budgets and financial reporting arrangements maintaining relevant information as required.
* 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.
* Maintaining relevant information relating to accommodation details, statistical returns, temporary accommodation, etc.
* Ensure that all duties are carried out with complete confidentiality and to the required standard as agreed with the AMS Senior Officers.
* Assist senior management with project management support as required.
* Contribute to emerging service developments as required.
Asset Management Service
* Consulting with outside bodies and individuals such as economists, architects, quantity surveyors, and school principals.
* Liaising with the EA and DE officers and other internal and external stakeholders as required.
* Any other duties as required.
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.
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.
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 minimum of NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and have a minimum of one year’s experience in an administration/secretarial role;
OR
Have a minimum of three years’ experience in an administration/secretarial role.
Shortlisting by Application Form
Knowledge
Sound knowledge of business and admin processes and in particular those relating to business case and/or estate legal matters.
Knowledge of Information Technology systems for example Microsoft Office Suite, MS SharePoint and Teams.
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:
Ability to organise a busy workload to deliver effective results on time
Flexibility to meet changing demands as required and to prioritise and delegate as required.
Ability to communicate and work effectively with others as part of a team.
Ability to use own initiative to solve problems and respond to others.
Ability to take a responsive and customer focused approach to work.
Ability to work in a team and provide specialist advice and guidance where required.
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 working with MS Teams and Excel
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.
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