JOB DESCRIPTION
REPORTS TO: PEACEPLUS Project Manager
RESPONSIBLE FOR: The person appointed will have a key role in assisting the Project Manager within PEACEPLUS to deliver Project requirements including finance management and support in line with processes and practices stipulated by the Project Funders. The post holder will be responsible through the Project Manager for direct contribution and oversight of service activities including:
* Lead the finance support for all elements of the PEACEPLUS €34.5M budget including complex areas, overseeing the engagement with project partners and other key stakeholders resolving issues within project guidelines.
* Key role in monthly, quarterly and annual budget reporting and accounting procedures, liaising across organisations and contributing to the overall reporting structures within set timeframes.
* Finance advice and technical accounting guidance on the expenditure from the PEACEPLUS budget.
* Policy and procedure development and revision as appropriate.
* Improving and building relationships and partnerships across EA Services and other educational partners.
* Contribute to Project development through consideration of new approaches to project delivery to ensure effective and efficient delivery.
* Contribute to resource management within the project team.
JOB PURPOSE
This is a key post within the PEACEPLUS Project which will enable the Team to meet its budget and accounting reporting requirements, including monthly, quarterly and yearend reporting. This role in the PEACEPLUS Team is key and will include direct engagement with teams across EA and other project partners that play a vital part in ensuring the Project Team meet all of the key requirements outlined by the project funders.
The post-holder will manage relevant interfaces with other educational partners including Leargas, Early Years, National Childhood Network and the Fermanagh Trust and will also act as a key contact for relevant external parties including NIAO, DE (North & South) and SEUPB.
The APO – PEACEPLUS Project will work with the Project Manager to optimise financial reporting through continuous monitoring and improvement to deliver a first-class project. The post-holder has responsibility for contributing to a responsive and proactive project that delivers real, measurable efficiencies & performance improvements to all participants.
MAIN DUTIES AND RESPONSIBILITIES
* Support the Project Manager within the PEACEPLUS Project to deliver project requirements including finance support to the project budget and the annual accounts process, including working jointly with across the project partners to ensure a consistent and cohesive project is delivered.
* Support the Project Manager in the ongoing operational delivery of the project.
* Manage the project budget and yearend processes as assigned by the Project Manager, including maximising efficiency and overall effectiveness of the project.
* Assist in the oversight of workload distribution & all activities undertaken by project through work plans, ensuring the responsibilities of the function are delivered within agreed project requirements and at all times identifying mechanisms to continually improve project delivery.
* Share responsibility for the development of strategies, frameworks, toolkits and initiatives to sustain the continuous improvement of the project with a particular focus on financial governance and compliance.
* Ensure the development of, and lead on related innovative and effective systems & procedures to ensure that the function is participant-orientated, providing a centre of financial expertise and advice for the Project Team & key stakeholders.
* Take responsibility for resolving any project issues/problems/queries/escalations through analysis and investigation, as appropriate, if referred to him/her by the Project Manager. This may include responsibility for resolving complex issues and problems within financial guidance and accounting standards. Escalate issues and communications to the Project Manager as required.
* Through use of weekly and monthly reports, continuously monitor performance and act upon information to ensure that all activity is progressed in a timely manner in accordance with reporting requirements, raising areas of concern with the Project Manager and agreement on strategies to resolve.
* Contribute to the management of financial queries and technical guidance.
* Contribute to the management of finance teams as appropriate across the project, including administrative support to the project.
* Maintain clear audit trails in all actions taken ensuring that lessons learned are appropriately actioned.
* Work in collaboration with SEUPB and the designated Financial Controller to provide evidence, data and reports throughout the project duration.
* Lead the regular review of project delivery practices and policies in order to determine required changes and take corrective action where appropriate.
* Ensure that all data and information management standards which are the responsibility of the team are in line with statutory requirements, and comply with good practice and EA requirements.
* Support the Project Manager in budgetary monitoring and variance reporting.
* Develop and maintain excellent working relationships with a wide and diverse range of staff and internal stakeholders including school leaders, budget holders, management and team leaders, service delivery teams, and cross directorate teams.
* Develop and maintain excellent working relationships with a wide and diverse range of customers and external stakeholders including NIAO, DE (North & South), Project Partners and SEUPB (in agreement of balances).
* Lead and/or contribute to continuous improvement projects with an emphasis on digital and online approaches in conjunction with the Project Manager.
* Provide direct support to Project Team when required. This may include travel across programme area to meet the needs of the Project.
* Participate as required in the development and delivery of finance training, particularly training in relation to the application of technical processes within the Project. This may include travel across programme area to meet the needs of the Project.
* Deputise for the Project Team as required, allocating issues as appropriate.
* Participate in working groups as necessary providing specialist knowledge.
Other Responsibilities
* Hold budgetary approval at an appropriate level and ensure resources are managed within the agreed budget for the Project.
* Ensure that the Authority’s policy on Data Protection (in particular processing sensitive personal information) is properly complied with.
* Ensure that the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation are adhered to.
* Participate as required in the selection and appointment of staff in accordance with the policy and procedures laid down by the Authority and the Project guidelines.
* Undertake other related duties within the grade and competence of the post-holder as required.
* The post holder may also be required to work outside normal office hours on occasions.
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
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 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 Bachelor’s Degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher qualification and have two years’ demonstrable experience in the successful management of two of the areas listed below* in a complex organisation;
OR
(b) Have five years’ demonstrable experience in the successful management of two of the areas listed below* in a complex organisation
a. Finance policy, procedures and processes;
b. Financial planning and strategy;
c. Project budget setting, monitoring and control;
d. Provision of advice and support to budget holders;
e. Maintaining and developing Financial Management Systems to support project/programme requirements.
Demonstrable experience on leading and/or contributing to continuous improvement projects with an emphasis on digital and online approaches.
Demonstrable experience of delivering an effective high-quality service/project to service users.
Shortlisting by Application Form
Knowledge
Demonstrable knowledge of statutory and/or financial reporting requirements.
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 work collaboratively and build relationships with a range of internal and external stakeholders.
Ability to ensure that all data and information management standards which are the responsibility of the team are in line with statutory requirements, and comply with good practice and EA requirements.
Proven ability to achieve targets and objectives within a demanding and pressurised environment against challenging deadlines and through engaging team members.
Ability to build a team and deliver service improvement.
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
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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