Job Description
Responsible to: Project Officer
JOB PURPOSE
The post-holder will report directly to the Project Officer grade within the assigned project and will be required to work effectively with senior staff across the programme and EA. Through the delivery of comprehensive project administrative support, the post-holder will contribute to the smooth running and development of the project and administrative affairs.
MAIN DUTIES AND RESPONSIBILITIES
* Review existing programme and administrative procedures and protocols and develop clear and consistent procedures and protocols for the project. Communicate these to staff across the project.
* Responsible for the line management of Project Support Officers within relevant workstreams.
* Support the Project Officer and wider project team with the ongoing management of project planning, performance, and the risk register for the project.
* 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 Project Officer and senior members of the project.
* Monitor tasks, actions, and improvements associated with the implementation of the project plans and report to the Project Officer.
* Support the Project Officer and senior members of the project with the ongoing monitoring of project budgets and financial reporting arrangements.
* Provide clear information and informal coaching to project staff to enhance the level of awareness and improve the understanding of business and administrative processes throughout the project.
* Create, maintain, interrogate, and progressively develop database/information systems to enable central coordination of project and administrative support activity across the project.
* Maintain and manage information, record, and report on behalf of the relevant projects.
* Support the Project Team with the preparation for, attendance at, and actions arising from meetings as required.
* Provide accurate minute-taking support as required.
* Liaise with internal and external stakeholders on behalf of the Project Team as required.
* Ensure that all duties are carried out with complete confidentiality and to the required standard as agreed with the Project Officer.
* Contribute to emerging project 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
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.
Qualifications/Experience
Hold a HNC/HND or above examination qualification and three years’ demonstrable experience of successfully delivering high-quality business administrative support reporting regularly and directly to senior management level;
OR
five years’ demonstrable experience of successfully delivering high-quality business administrative support reporting regularly and directly to senior management level.
Demonstrable experience in the use of Microsoft Office applications including Word, Excel, and PowerPoint.
Demonstrable experience of providing project administrative management across multi-disciplinary teams.
Knowledge
Demonstrable knowledge of relevant policies and procedures that underpin sound governance around information and data.
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.
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.
Skills/Abilities
Good organisational skills and ability to prioritise a busy workload to deliver effective results on time.
Ability to communicate and work effectively with others and provide leadership to a team when required.
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.
Strong collaborative skills to build genuine and productive relationships with internal & external stakeholders at a range of levels.
Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values.
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.
Experience
Demonstrable experience of contributing to the successful delivery of a complex project/programme.
Knowledge
Functional knowledge of the PRINCE2 project management methodology.
Our Values
Through the selection process, we will also seek evidence that the personal values of candidates align with those of the EA.
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 appointment 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
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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