JOB DESCRIPTION
RESPONSIBLE TO: Senior Manager for Programme Management Office - EdIS
JOB PURPOSE
The post-holder will report directly to the Senior Manager for Programme Management Office (PMO) and will be required to work effectively with senior staff across the programme and EA. Through the delivery of comprehensive programme administrative support the post-holder will contribute to the smooth running and development of the programme and administrative affairs.
MAIN DUTIES AND RESPONSIBILITIES
1. Reviewing existing programme and administrative procedures and protocols and in developing clear and consistent procedures and protocols for the programme. Communicate these to staff across the programme.
2. Responsible for the line management of Project Support Officers within relevant workstreams.
3. Support the Senior Manager for PMO with the on-going management of programme planning, performance and the risk register for the programme.
4. Assist in collating and summarising complex papers and information, e.g. business case, highlight reports and project planning documentation, in an appropriate format for the Senior Manager for PMO and senior members of the programme.
5. Monitor tasks, actions and improvements associated with the implementation of the project plans and report to the Senior Manager for PMO.
6. Support the Senior Manager for PMO and senior members of the programme with the on-going monitoring of project budgets and financial reporting arrangements.
7. Provide clear information and informal coaching to programme staff to enhance the level of awareness and improve the understanding of business and administrative process throughout the programme.
8. Create, maintain, interrogate and progressively develop database/information systems to enable central co-ordinate of project and administrative support activity across the programme.
9. Maintain and manage information, record and report on behalf of the relevant workstreams/projects.
10. Support the Senior Manager for PMO with the preparation for, attendance at and actions arising from meetings as required.
11. Liaise with internal and external stakeholders on behalf of the Senior Manager for PMO as required.
12. Ensure that all duties are carried out with complete confidentiality and to the required standard as agreed with the Senior Manager for PMO.
13. Contribute to emerging programme developments as required.
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.
PERSON SPECIFICATION
ESSENTIAL CRITERIA
1. Hold a HNC/HND or above examination qualification and two years’ demonstrable experience of successfully delivering high quality business administrative support reporting regularly and directly to senior management level.
2. OR have five years’ demonstrable experience of successfully delivering high quality business administrative support reporting regularly and directly to senior management level.
3. Demonstrable experience in the use of Microsoft project and MS project online.
4. Demonstrable knowledge of relevant policies and procedures that underpins sound governance around information and data.
5. The successful candidate will be required to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) or provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport.
DESIRABLE CRITERIA
1. Demonstrable experience of managing a project to a successful conclusion.
2. An understanding of the procedures involved in the management of Assembly Questions and Freedom of Information requests.
3. An understanding of EA processes relating to the management of customer complaints.
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.
APPLICANT GUIDANCE NOTES
The Education Authority is an Equal Opportunities Employer
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