Executive Officer, Professional Learning %26 Teaching (EA Employees Only)

Education Authority; Belfast; On-site; GBP 25,000 - 35,000; Full time

Job summary

A regional education organization in Northern Ireland is seeking an Administrative Officer to lead a team providing quality administrative support in the School Development Service. The ideal candidate will have experience in administrative roles, strong Microsoft Office skills, and the ability to supervise staff. This role involves working closely with educational teams and ensuring compliance with data protection regulations.

Benefits

Flexible working hours

Professional development opportunities

Employee assistance programs

Qualifications

• Must have experience with general Data Protection Regulations.
• Demonstrable experience in using Microsoft Office.
• Willingness to work outside normal hours if needed.

Responsibilities

• Supervise the SDS administrative team to ensure effective service delivery.
• Organize and manage the workload to meet deadlines.
• Provide administrative support for professional learning and development.

Skills

Organizational skills

Communication skills

Problem-solving

Team supervision

Flexibility

Education

NVQ Level 3, BTEC National or higher examination qualifications

Experience in administrative roles

Tools

Microsoft Office

Job description

JOB DESCRIPTION

REPORTS TO: Administrative Officer, Professional Learning & Development – Learning & Teaching Service.

RESPONSIBLE FOR: May have supervisory responsibilities for SDS administration team staff or may organise and manage a specialised area of work.

JOB PURPOSE

• To organise and manage a team of staff providing high quality, efficient and effective administrative support within a designated team or to undertake a consultative role in a specialist area of work within the School Development Service.
• As a team leader the postholder will be accountable for the performance of the administrative team and will co-ordinate a range of well-defined tasks governed by procedures and guided by practice and precedent.
• In a specialist role the postholder will be required to solve problems within a designated area and will provide a significant level of specialist support and advice involving an SDS Team’s area of work.

MAIN DUTIES AND RESPONSIBILITIES

Staff Supervision and Service Delivery

• Supervise the work of staff to ensure effective service delivery in an SDS administrative team.
• Plan, organise and prioritise work to ensure timely completion of tasks and deadlines met.
• Allocate work, check quality and quantity of work and monitor performance.
• Train or ensure the effective training of staff in the procedures, processes and information systems required for effective administration of an SDS team.
• All general administration in support of work undertaken including preparation of draft letters, minutes, notes, reports and documentation.

Specialist Advice & Support

• Contribute to review of administrative systems and procedures to ensure records are accurate, comprehensive and to improve service delivery.
• Participate in ad hoc projects to include collating and analysing information to assist and support the work of senior managers.
• Ensure that management information systems are maintained in accordance with agreed procedures.
• Ensure effective communication within own team and with the other administrative teams within SDS.
• Responsible for the production of standard and non-standard reports from management information systems (e.g. Capita One/EMS, SharePoint).
• Use ICT resources such as Capita One/EMS, C2k, the EA Portal, MS Teams and SharePoint to provide an efficient and effective administration service.
• Responsible for preparing reports to enable a response to Parliamentary Questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence cases within set deadlines.

Team specific duties and responsibilities

Professional Learning & Development – Learning and Teaching (Regional)

• Provide administrative support to deliver all aspects of professional learning & development for teaching and learning including the delivery of externally funded TPL projects and initiatives, early teacher career programmes, support for teacher networks, utilisation of eLearning, professional learning through AmmA Centre and Magilligan Field Centre, health and safety support for Science and Technology, curriculum and careers including entitlement framework, and co-ordination of professional learning for non-teaching staff development.
• Respond to queries and provide information on relevant policies and programmes regarding professional learning & development for teaching and learning.

Other Responsibilities

• Comply with the Authority’s policy on General Data Protection Regulations (in particular processing sensitive personal information) and ensure EA’s Candidate Privacy Notice for those seeking employment is properly complied with.
• 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.

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 an NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and have two years’ demonstrable experience within an administrative role;

OR

Have five years’ demonstrable experience within an administrative role.

Demonstrable experience in the use of Microsoft Office applications.

Shortlisting by Application Form

Knowledge

Knowledge of a range of School Development Service policies, procedures, practices, systems and operations.

Knowledge of effective approaches to service delivery and service improvement.

Knowledge of general Data Protection Regulations and Freedom of Information issues.

Shortlisting by Application Form

Other

Willingness to occasionally work outside of normal working hours

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

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.

Factor Essential Criteria Method of Assessment Skills/ Abilities

In line with EA’s Game Changing People Model we will look for evidence of:

• Ability to organise a busy workload to deliver effective results on time
• Flexibility to meet changing demands as required and to prioritise and delegate as required
• Ability to communicate and work effectively with others as part of a team
• Ability to use own initiative to solve problems and respond to others
• Ability to take a responsive and customer focused approach to work
• Ability to supervise a team or provide advice and guidance where required

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.

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.

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.