JOB DESCRIPTION
REPORTS TO: Centre of Expertise Project Manager (note that if/when deployed full-time to support a particular EA project/programme, then day to day line management responsibility will be delegated to a manager within that ‘host’ project/programme).
RESPONSIBLE FOR:
Supporting the Project Manager function within the Centre of Expertise for Project and Programme Management (the CoE). The CoE is being established within the EA to provide an expert business partnering service across the organisation. That service will require CoE Project Support Officers to be deployed full-time to support specific projects and/or programmes for protracted periods. After each such assignment is completed, CoE Project Support will then be deployed to meet EA’s subsequent project and programme management (PPM) support needs. CoE Project Support may also be deployed on shorter-term assignments to develop and provide PPM training, materials, advice and support as required across the EA.
The post-holder is responsible for maintaining crucial project documents which track progress. They file all project documents in an appropriate database or library and ensure that all documents are accurate and have been accepted by the Manager/Project Managers. Providing Administrative and clerical support to the Manager and Project Team.
JOB PURPOSE
Project Support within the CoE will have a varied role, the exact content of which will shift according to the context of the project/programme at hand and the EA’s wider business change and transformation agenda.
MAIN DUTIES AND RESPONSIBILITIES
Supervision
1. Supervise (1 – 5) appropriate staff including the management and allocation of duties;
2. Identify and provide on-the-job training to appropriate staff.
General Administrative Processes and Records
1. Provide administrative, clerical and secretarial support within the Project Team;
2. Complete and submit all reports/plans as required;
3. Assist Project Team members to plan, organize and manage events such as consultations, workshops and meetings;
4. Provide a supporting administrative role to project managers.
5. Plan, organize and prioritize work to ensure timely completion of tasks and deadlines are met.
Secretarial and Secretariat
1. Provide word processing/typing, filing, duplication and photocopying in support of administrative processes, including the use of E-mail, intranet and internet facilities, where appropriate;
2. Sort, screen and distribute all mail;
3. Ensure the secure storage of valuable items and confidential documentation;
4. Arrange appointments, meetings and provide a secretarial service as required;
5. Communicate on a regular basis with a range of internal and external representatives;
6. Order resources, like equipment and software;
7. Plan and manage facilities and catering relating to project activities;
8. All general administration in support of work undertaken including preparation of draft letters, minutes, notes, reports, documentation. Preparing action plans, analyzing risks and opportunities and gathering necessary resources.
9. Preparing and providing documentation to internal teams and key stakeholders.
Other Duties
1. Such other duties as may be assigned within the level of the job.
The EA is establishing its Centre of Expertise for PPM partially to address a shortage of PPM specialists within the organisation. This post is open to internal candidates and they may already be working on important projects/programmes within the EA. If such candidates apply and are successful, then they will be offered permanent status within the CoE at the grade advertised. However, the CoE’s Senior Management may determine that the candidate’s existing PM post is business critical for the EA and therefore that the candidate’s first CoE deployment should be to complete their existing PM role (albeit at their new CoE grade, potentially with adjusted responsibilities). Once that existing PM role comes to a natural conclusion, then the CoE will deploy the member of staff to another project/programme across the EA.
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 NVQ Level 3, BTEC National or two ‘A’ Levels or equivalent or higher examination qualification and have two years’ demonstrable administrative/clerical experience to include the use of Microsoft Office Suite;
OR
have four years’ demonstrable administrative/clerical experience to include the use of Microsoft Office Suite.
Demonstrable experience of planning work and establishing priorities.
Demonstrable experience of establishing and maintaining productive working relationships with internal and external stakeholders at a range of levels.
Shortlisting by Application Form
Skills/
Abilities
The ability to write and collate clear and concise minutes and reports for the intended audience.
Shortlisting by Application Form
Knowledge
Knowledge of Information Technology systems.
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 Knowledge
Knowledge of successfully prioritising and delivering a busy programme of work.
Interview
Skills/
Abilities
In line with EA’s Game Changing People Model we will look for evidence of:
Flexibility to meet changing demands as required and to prioritise and delegate as required to deliver performance.
Ability to organise a busy workload to deliver effective results on time.
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.
Interview
Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Valueshere.
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 youWILL 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 atNI Direct or theDepartment 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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