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 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. Responsible for the line management of Project Support Officers within relevant workstreams. Support the Senior Manager for PMO with the on-going management of programme planning, performance and the risk register for the programme. 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. Monitor tasks, actions and improvements associated with the implementation of the project plans and report to the Senior Manager for PMO. Support the Senior Manager for PMO and senior members of the programme with the on-going monitoring of project budgets and financial reporting arrangements. 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. Create, maintain, interrogate and progressively develop database/information systems to enable central co-ordinate of project and administrative support activity across the programme. Maintain and manage information, record and report on behalf of the relevant workstreams/projects. Support the Senior Manager for PMO with the preparation for, attendance at and actions arising from meetings as required. Liaise with internal and external stakeholders on behalf of the Senior Manager for PMO as required. Ensure that all duties are carried out with complete confidentiality and to the required standard as agreed with the Senior Manager for PMO. 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. To view the summary of terms and conditions for this post, click here. 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 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 OR Have 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 project and MS project online Shortlisting by Application Form Knowledge Demonstrable knowledge of relevant policies and procedures that underpins sound governance around information and data 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 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 Demonstrable knowledge of EA business and administrative processes Demonstrable Knowledge of providing programme and project administrative management across multi-disciplinary teams Interview Skills/ Abilities In line with EA’s Game Changing People Model we will look for evidence of\: Proven effective decision-making and problem-solving skills Excellent oral and written communication skills Ability to successfully manage multi-priorities in a fast-paced and changing office environment Demonstrable experience of strong stakeholder engagement 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 Experience Demonstrable experience of managing a project to a successful conclusion Shortlisting by Application Form Knowledge An understanding of the procedures involved in the management of Assembly Questions and Freedom of Information requests An understanding of EA processes relating to the management of customer complaints 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 on www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks or www.justice-ni.gov.uk/articles/about-accessni 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