Executive Officer - Claims and Insurance Unit

Education Authority (Northern Ireland); Omagh; On-site; GBP 22,000 - 28,000; Full time

Job summary

Education Authority (Northern Ireland) seeks an experienced Administrative Officer to support the Claims and Insurance Unit, handling records, debt recovery and confidential information in line with GDPR.

The role requires strong ICT skills, accuracy, and the ability to work under pressure within a team, with opportunities to deputise for senior staff and contribute to safeguarding and compliance objectives.

Qualifications

• Hold an NVQ Level 3, BTEC National or two A levels or equivalent or higher qualifications and have a minimum of two years’ experience working in an administrative role in an office environment to include practical use of computers.
• OR four years’ experience working in an administrative role in an office environment to include practical use of computers. Have a minimum of one year’s experience of using Microsoft Word in an office environment to create letters and reports.

Responsibilities

• Provide administrative support for the Claims and Insurance Unit, including correspondence, filing and data entry.
• Manage debt recovery and records management, ensuring confidentiality and accuracy in line with GDPR.
• Assist with reports and co-ordination with other departments, deputising for the Senior Executive Officer when required.

Skills

Excellent communication skills

Good ICT skills

Ability to work under pressure

Organisational skills

Teamwork

Attention to detail

Education

NVQ Level 3 / BTEC National or two A-levels or equivalent

Two years’ experience in administrative role

Microsoft Word proficiency

Tools

Microsoft Word

Microsoft Excel

Job description

• 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

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 .ExperienceFactorEssential CriteriaMethod of AssessmentQualifications/Hold an NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and have a minimum of two years’ experience working in an administrative role in an office environment to include practical use of computers;OR Have a minimum of four years’ experience working in an administrative role in an office environment to include practical use of computers. Have a minimum of one year’s experience of using Microsoft Word in an office environment to create letters and reports.Shortlisting by Application FormSection 2 - Essential Criteria The following are additional essential criteria which will be measured during the interview/selection stage.FactorEssential CriteriaMethod of AssessmentKnowledge Knowledge of the functions of the Claims and Insurance Unit.Knowledge of confidentiality requirements in terms of personal data and legally sensitive documentation and information.InterviewSkills/Abilities Good oral and written communication skills Good organisational skills and ability to deliver effective results on time Flexibility to meet changing demands and ability to prioritise Ability to work on own initiative Ability to work as part of a team Good ICT skills Ability to work to a high level of accuracy and attention to detail Ability to work under pressureInterviewValues OrientationEvidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our ValuesInterviewSection 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.ExperienceFactorDesirable CriteriaMethod of AssessmentQualifications/Demonstrable experience of arranging meetings. Demonstrable experience of providing administrative support in a legal or insurance environment.Shortlisting by Application FormOur ValuesThrough 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 BACKGROUNDThe 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-accessniAPPLICANT GUIDANCE NOTESTo learn about the many great benefits of joining the Education Authority, click hereThe Education Authority is an Equal Opportunities Employer.JOB DESCRIPTIONREPORTS TO: Claims and Insurance ManagerRESPONSIBLE FOR: Provision of administrative support in respect of claims made against the Education Authority, commercial insurance claims, debt recovery and records management. Dealing with queries from a range of stakeholders.JOB PURPOSE:Administrative duties associated with the defence of claims brought against the Authority.Administrative duties in relation to insurance matters including commercial insurance.Administrative duties in respect of debt recovery and third party recoupment.Deputise for the Senior Executive Officer.MAIN DUTIES AND RESPONSIBILITIES:SELF-INSURANCEProvide administrative support for the defence of public and employers liability claims brought against the Authority, in both the maintained and controlled sector. This includes arranging the investigation and in the absence of the Senior Executive Officer or during busy periods to carry out in the investigation and compile the relevant report, and prepare memos for approval from Chief Executive.Provide advice to other Education Authority departments, Principals, CCMS, Libraries NI, school trustees in respect of the self-insurance arrangements for public and employers liability risks in relation to the maintained and controlled sector and Libraries NI.In accordance with the Service Level Agreement between the Education Authority and Libraries NI, complete the administrative duties associated with the investigation of liability claims to include billing Libraries NI for works completed.Assist the Senior Executive Officer in the management and reporting to the Finance Department/other relevant departments in respect of costs associated with the defence of employee and public liability claims on a quarterly basis.Represent the Authority, Maintained Sector and Libraries NI at court on a wide range of diverse and complex issues and direct as appropriate in the absence of the Senior Executive Officer, or during busy periods.Carry out administrative duties associated with the implementation and updating the computer system for liability claims.Arrange and attend in the absence of the Senior Executive Officer liability consultations with witnesses, Solicitors firm and appointed Counsel.RECOVERY OF DEBTSManage and maintain an efficient computer system and the administration for the recovery of debts and collate data for each debtor.To process small claims and overpayments of wages owed to the Authority for recovery; preparing written correspondence to debtor to recover monies and advising on possible repayment plans. Use of own initiative is required to collect further information on the debtor when applicable.To monitor repayments of debts and update finance department as required.To prepare and process appropriate documentation for claims to Small Claims Court and the Enforcement of Judgements Office.Under the guidance of the Senior Executive Officer appointing and instructing the Education Authority Solicitors in the recovery of debts outside the remit of the Small Claims Court.Following Education Authority Guidance in reporting losses to Finance Department in the cases where recoupment is not possible, to ensure Finance Department can maintain accurate annual loss accounts.PROPERTY/MATERIAL DAMAGETo process property/material damage claims relating to incidents on fire/special perils, burglarly and vandalism from schools and other Education Authority properties.To advise Principals and Managers of Education Authority establishments on the procedures to follow after an incident and to obtain further details on the circumstances following the incident.To collate reports and financial costs on the damages to buildings and on replacing or repairing same.In reference to controlled properties with no insurance cover for damage, proceed to recoup the costs from the third parties involved where applicable, proceed with Small Claims application.To collate and process documentation on property/material damage claims for maintained schools to appoint Insurance Broker; including financial costs and ensuring that correct payments are received for settlements.Advise Finance Department of any uninsured losses for inclusion in the Education Authority’s annual accounts.RECORDS MANAGEMENTTo assist with the co-ordination of records management and security within the Claims and Insurance Unit.Keep an up-to-date register on all documents retained in storage.Maintain the records management database to include new records/closure/disposal while keeping in line with Education Authority policies.Arranging the destruction of records due to the sensitive nature of the records held and in line with Education Authority policies.THIRD PARTY CLAIMSManage the administrative functions in relation to the request for information, to include ascertaining if the information sought can be released, and the relevant approval has been sought.Collate information from other departments to provide the details necessary to compile the information requested.Carry out administrative duties associated with the implementation and updating the computer system for third party claims.On receipt of correct recoupment, provide the relevant finance information so the payment can be processed accordingly.QUERIESAnswering telephone queries from Principals, Solicitors, school staff and members of the public. These can be of a complex and highly sensitive nature and may require further assistance from other departments within the Authority.Answering queries from Principals, other education establishments in relation to indemnity agreements. Advising schools and members of other organisations regarding student placement, and how to compile the relevant paperwork.Promote and advise on school property management and insurance related issues, in relation to community use of schools, in line with Department of Education Northern Ireland Framework.GENERALTo provide typing/administrative duties for the section.To adhere to the Clear Desk Policy to ensure compliance with Data Protection Act/GDPR.To provide the relevant letter of insurance when required, to include schools visits and entertainment licensing requirements.To deal with insurance queries from Education Authority Officers and Principals.To ensure confidentiality of legal and insurance matters both verbal and written.To main sufficient supplies of office stationery and order supplies from the new finance system as required.To raise payments for various costs associated with the works completed within the Claims and Insurance Unit.To deal with any other related duties appropriate to the grade as may be requested by the Senior Executive Officer.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.