Essential Criteria
- Hold an HNC/HND or higher qualification and have three years of demonstrable experience in an administrative role; alternatively, have five years of demonstrable experience in an administrative role.
- Demonstrable experience in using Microsoft applications.
- Willingness to occasionally work outside normal working hours.
- Must have access to a suitable vehicle, or evidence of alternative transportation to meet the mobility requirements of the post.
Knowledge
- Demonstrable knowledge of a range of School Development Service policies, procedures, practices, systems and operations.
- Demonstrable knowledge of effective approaches to service delivery and service improvement.
- Demonstrable knowledge of general Data Protection Regulations and Freedom of Information issues.
Abilities
- Good organisational skills and ability to organise a busy workload to deliver effective results on time.
- Flexibility to meet changing demands, prioritise and delegate as required.
- Ability to communicate and work effectively with others as part of 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.
- Ability to manage and direct a team or provide specialist advice and guidance where required.
- Ability to review, implement processes and procedures leading to service delivery improvement.
Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values, including a commitment to equality and excellence in service delivery. The focus is on meeting the needs of all children and young people equally, removing barriers to learning and ensuring equal access to excellent education.
Disclosure of Criminal Background
If the post involves regulated activity, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. You will be expected to meet the cost of an Enhanced Disclosure Certificate, details of which will be provided at pre‑employment.
Job Purpose
- Organise and manage a small team of staff providing high‑quality, efficient and effective administrative support within a designated team, or manage a specialist area of work within the School Development Service.
- May have supervisory responsibilities for members of staff organized in groups or teams as necessary and will be responsible for the day‑to‑day management of functional activities within a discrete operational area.
- Specific knowledge of the functional or specialist area to provide advice and guidance to EA staff, school staff, Governors, and third parties as appropriate.
- Exercise judgement or discretion within a framework of rule, practice and precedent, selecting the most appropriate course of action from a range of options.
- May involve research, analysis of results, drawing up recommendations and reviewing existing practices to implement new solutions to operational problems.
Responsibilities
- Responsible for delivering an efficient and effective aspect of the administration service for the School Development Service, including managing the work of staff across multiple offices.
- When required, manage a dedicated support team, assigning work, coordinating activities, and dealing with recruitment and resourcing issues.
- When required, undertake line management responsibilities (approving annual leave, handling attendance and disciplinary issues) for staff across different offices.
- When required, review performance of reporting staff, identify training needs, and initiate further training for professional and personal development.
- Assist with the review and revision of policies, procedures, guidelines and work processes, in consultation with senior staff, to positively impact service delivery.
- Contribute to delivery of projects and continuous improvement of the service.
- Contribute to the Business Plan, reviewing and identifying performance measures and targets.
- Provide accurate and timely management reporting information, undertake research and contribute to policy formation.
- In conjunction with line management, ensure that business risks are identified, documented, controlled and mitigated.
- Develop effective Management Information Systems for use across the School Development Service.
- Ensure effective communication within own team, across other administrative teams in SDS, and across localities.
- Use ICT resources such as Capita One/EMS, C2k, the EA Portal, MS Teams and SharePoint to provide efficient administration service.
Team Specific Duties (Locality)
School Governance
- Provide administrative support for the School Governance locality team in all aspects of the governor administration process, including implementation of arrangements for governor reconstitution and membership.
- Provide advice and guidance on relevant policies, schemes and frameworks for school governance to schools, governors and staff within the locality.
- Deliver the aspects of administration relevant to School Governance in the locality: Leadership PRSD, School Calendars, Expulsions for controlled schools, Membership and Teaching Appointments.
Other Responsibilities
- Comply with the Authority’s policy on General Data Protection Regulations, particularly processing sensitive personal information.
- Undertake other related duties within the grade and competence of the post-holder, to support the efficient delivery of the School Development Service as required.
Equal Opportunities
Education Authority is an Equal Opportunities Employer.
Other Conditions
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.
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