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 qualifications and have two years’ experience working in an administrative role in an office environment to include practical use of computers; OR have four years’ experience working in an administrative role in and office environment to include practical use of computers. Demonstrable experience in the supervision of staff. Demonstrable experience in the use of Microsoft packages including Microsoft Word and Excel. Shortlisting by Application Form S ection 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 the requirements of an Executive Officer. Knowledge of the Child Protection Support Service, Pupil Well-being, Protection and Inclusion Services and the Children and Young Peoples Services Directorate and EMS & CAPITA ONE System. Interview Skills/ Abilities In line with EA’s Game Changing People Model we will look for evidence of\: Demonstrable people management and team skills to successfully lead, motivate and manage others. Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines. Flexibility to meet changing demands and to prioritise and delegate as required. Ability to communicate and effectively to build working relationships within a team. Ability to use own initiative and judgement to solve problems and respond to others. Ability to take a responsive and customer focused approach to work. Excellent ICT skills – Evidence of proficiency in the use of computer packages to include Microsoft Packages. Ability to work to a high level of accuracy and attention to detail. 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 Knowledge Demonstrable knowledge of the statutory remit of the CPSS within the Children and Young Peoples Services Directorate. 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. Job Description Reports To: Senior Executive Officer Main Duties and Responsibilities: Responsible for the provision of diverse, confidential administrative support to the Child Protection Support Service. The post-holder will also be required to work flexibly and collaboratively with other administrative staff within the office, for example in order to provide cover for periods of annual leave or to support the effective management of peaks and troughs in workload. Key duties and responsibilities are as follows: Providing a high quality, confidential administrative support service across a diverse range of areas. Diary management including organising and prioritising diary commitments. Organising meetings, including collating papers, briefing delegates, greeting and escorting visitors and making cost-effective travel arrangements. Minute taking as required. Answering and vetting all incoming calls, whenever possible responding to callers directly by providing information or redirecting to an appropriate member of staff. Logging, prioritising and tracking all correspondence from arrival – drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating Child Protection Support Service (CPSS) and bringing important issues and target dates to his/her attention. Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports. Circulating documents on behalf of CPSS. Collating inputs from various sources into a co-ordinated response. Using sources such as the intranet/internet as needed. Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance. Supporting the Head of Service in CPSS and Senior Executive Officer. Supervise staff including the allocation of tasks, checking output, quality and quantity of work, rotation and reallocation of duties or workload to ensure high quality standard. Ensure that new staff, as assigned, are trained in all procedures and practice within the team/department; Assist in the establishment of policies, procedures and guidelines to ensure that the quality of administrative support delivered within teams is maintained at a consistently high level; Receive, receipt and account for all purchases and payments. Prepare and process requisitions, invoices/vouchers for officer approval and payment Ensure a confidential service is provided to officers when dealing with information of a sensitive nature; Provide ad hoc statistical information as required by Head of Service and Senior Executive Office. Any other duties, related to the role, which may arise from time to time. 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. To view the summary of terms and conditions for this post, click here .