Personal Assistant to Director of Education

National Instruments; Omagh; On-site; GBP 31,000 - 33,000; Full time

Job summary

The Education Authority in Tyrone/Omagh is seeking an Executive Officer to provide confidential administrative support to the Assistant Director. The role includes diary management, meeting organisation, minute taking, and drafting correspondence.

You will handle calls, manage communications, retrieve and circulate papers, and research information from intranet, Hansard or press sources. Flexibility to assist across office teams is essential.

Qualifications

• HNC/HND or above with 3 years’ demonstrable admin experience including using Microsoft Word for letters, mail merges and reports; drafting correspondence.
• Or five years’ demonstrable admin experience including using Microsoft Word for letters, mail merges and reports; drafting correspondence.

Responsibilities

• Providing confidential administrative support across a diverse range of areas.
• Diary management including organising and prioritising commitments.
• Organising meetings, collating papers, briefing delegates, greeting and escorting visitors and arranging travel.
• Taking minutes as required and drafting responses to correspondence.
• Researching information using intranet/internet, Hansard or press articles.
• Maintaining records in line with guidance and disposing of information appropriately.
• Supporting the Assistant Director in managing relationships with senior education and business partners.
• Flexible and collaborative, providing cover during peak workloads.

Skills

Organisational skills

Communication

Attention to detail

ICT skills

Problem solving

Adaptability

Time management

Minute taking

Education

HNC/HND or above

Tools

Microsoft Word

Job description

Job Reference: 26007604)Primary Location : Tyrone-Omagh-Omagh OfficeOther Locations :Antrim-Belfast-Belfast Office, Antrim-Antrim-Antrim Board Centre, Armagh-Armagh-Armagh OfficeContract Type : Fixed-Term (May be subject to extension or reduced for any valid reason)Duration of Contract/Contract End Date : 31 April 2027Status : Full-TimeHours per Week : 36 hours per weekWorking Pattern : Monday - FridayGrade/Scale : Executive Officer | NJC pt 17- 20 | £31,022 - £32,597 per annumAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : TBCAdditional Information: Base location to be determined on appointment.JOB DESCRIPTIONREPORTS TO: Business Support Manager, EducationRESPONSIBLE FOR: The provision of diverse, confidential administrative support to the Assistant Director.MAIN DUTIES AND RESPONSIBILITIES:Key duties and responsibilities are as follows:Providing a high quality, confidential administrative support service across a diverse range of areas.Diary management including organising and prioritising diary commitments.Organising meetings, including collating papers, briefing delegates, greeting and escorting visitors and making cost-effective travel arrangements.Minute taking as required.Answering and vetting all incoming calls, whenever possible responding to callers directly by providing information or redirecting to an appropriate member of staff.Logging, prioritising and tracking all correspondence on arrival – drafting responses where appropriate, updating the Assistant Director and bringing important issues and target dates to his/her attention.Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports. Circulating documents on the Assistant Director’s behalf. Collating inputs from various sources into a co-ordinated response.Using sources such as the intranet/internet, Hansard or press articles to research information.Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance.Supporting the Assistant Director in managing his/her relationships with education and business partners at a senior level.Any other duties, related to the role, which may arise from time to time.The post-holder will also be required to work flexibly and collaboratively with other administrative staff within the office, for example in order to provide cover for periods of annual leave or to support the effective management of peaks and troughs in workload.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.PERSON SPECIFICATIONNOTES TO JOB APPLICANTS1. 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 CriteriaThe 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 AssessmentQualifications/ExperienceHold a HNC/HND or above examination qualification and have three years’ demonstrable experience providing administrative support which must include the following;Using Microsoft Word for compiling letters and creating mail merges and reports;Drafting correspondenceORHave five years’ demonstrable experience providing administrative support which must include the following;Using Microsoft Word for compiling letters and creating mail merges and reports;Drafting correspondenceShortlisting by Application FormOtherThe 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;ORbe 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 FormSection 2 - Essential CriteriaThe 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 AssessmentKnowledgeDemonstrable knowledge of the functions of the EA Education Directorate and EA as a wholeDemonstrable knowledge of records managementDemonstrable knowledge of relevant GDPR requirements InterviewSkills/AbilitiesIn line with EA’s Game Changing People Model we will look for evidence of:Good organisational skills and ability to organise a busy workload to deliver effective results on timeFlexible and adaptable approach to workAbility to communicate and work effectively with others as part of a teamAbility to use own initiative to solve problems and respond to othersAbility to work to a high level of accuracy and attention to detailExcellent ICT skillsAbility to research, digest, analyse and present information clearlyInterviewValues OrientationEvidence of how your experience and approach to work reflect EA’s ethos and values.InterviewSection 3 - Desirable CriteriaSome 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 AssessmentExperienceHave experience of minute taking at meetings.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 at NI Direct or the Department of Justice.