Executive Officer - Youth Service - Support to ASEO Strategic Planning & Reporting

Job Description

JOB TITLE:

Executive Officer - Youth Service - Support to ASEO Strategic Planning & Reporting

Job Purpose

The post holder will organise, manage and supervise staff related to the provision of administrative, clerical and secretarial support to the Strategic Services Manager and Senior Leadership team.

Main Duties And Responsibilities

Staff Management

• Supervise staff including the allocation of tasks, checking output, quality and quantity of work, rotation and reallocation of duties or workload;
• Ensure that new staff, as assigned, are trained in all procedures and practice within the team/department;
• Co-ordinate with other clerical staff to ensure cover for each team during periods absence, leave, etc;
• Ensure staff are appraised in line with the EA's Staff Appraisal Procedures and assist in compiling a staff development plan for the team in accordance with the EA's Staff Development Policy to maximise the potential of staff.

General Administrative Processes and Records

• Provide administrative, clerical and secretarial support to officers of the EA's Youth Service in dealing with correspondence, minute taking, etc;
• Develop, maintain and operate manual and computerised information systems;
• Arrange meetings, appointments, attendance at conferences and general co-ordination of diaries, calendar and tasks lists for the Strategic Services Manager as required;
• Provide ad hoc statistical information as required;
• Word-process letters, reports, minutes, etc using a variety of software packages.

Youth Service

• Co-ordinate, compile, input, update and extract information relating to youth work provision in the statutory sector;
• Co-ordinate, compile, input, update and extract relating to youth work provision in the voluntary sector;
• Co-ordinate the organisation of events;
• Assist in the monitoring of ongoing administration needs to support project priorities and the co-ordination of administration functions in order to ensure the timely delivery of projects;
• Deal with queries from colleagues, other departments, schools and outside agencies and engage in follow-up action where appropriate;
• Ensure a confidential service is provided to officers when dealing with information of a sensitive nature;
• 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;
• Ensure that individual administrative assistance carried out by the team to officers is of the highest quality standard.

Finance

• Monitor expenditure of appropriate budgets, maintain appropriate databases and records and provide management information to officers and youth workers on budgets;
• Work within the parameters of the EA Youth Service e-requisition procedures;
• Prepare and process requisitions, invoices/vouchers for officers' approval and payment;
• Check and receipt goods & services on behalf of the team in line with financial procedures;
• Assist with the preparation of financial claims relating to Youth funding as required;
• Maintain Petty Cash system in accordance with financial procedures;
• Receipt, reconciliation and lodgement of income in accordance with financial procedures;

Reception, Secretarial and Secretariat

• Provide ICT administration, voicemail, filing and photocopying in support of administrative processes including the use of E-mail, intranet and internet facilities;
• Research, collate and prepare information in order to brief Senior Youth Workers and Senior Youth Officers prior to meetings;
• Arrange and service relevant committees and working parties and draft minutes thereof;
• Sort, screen and distribute all mail;
• Maintain and update manual and computerised filing systems and ensure archiving is carried out on a regular basis.

Other Duties

• Other duties which may commensurate with the grade of the post.

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.

Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order 2007.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

• 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.
• You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
• The stage in the process when the criteria will be measured is outlined in the table below.
• 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.
• 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.
• 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.

Experience

• NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and two years’ demonstrable experience working in an administrative role in an office environment to include demonstrable experience using Microsoft packages;
• OR Four years’ demonstrable experience working in an administrative role in and office environment to include demonstrable experience using Microsoft packages.
• Have six months demonstrable experience in the preparation and interpretation of financial reports.

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.

• Knowledge of the requirements of an Executive Officer
• Knowledge of the functions of the Education Authority
• Knowledge of EA policies and procedures
• Interview

Skills/Abilities

• Ability to lead, direct and motivate a team
• Good organisational skills and ability to organise a busy workload to deliver effective results on time
• Flexibility to meet changing demands and to prioritise and delegate as required
• Ability to take a responsive and customer focused approach to work
• Excellent ICT skills
• Ability to work to a high level of accuracy and attention to detail

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.

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.

Desirable Criteria

• Demonstrable experience in the supervision of staff.

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.

The Education Authority is an Equal Opportunities Employer.

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