Administration Lead (EA Employees Only)

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  Overall responsibility for the planning, co-ordination and management of all aspects of administration for the service;

• →Provide specialist advice and support to a range of audiences including the Directors, Assistant Directors, Heads of Service and Senior Officers and data analyst on the use of operational data analytics to inform delivery and approaches to future challenges.
• →Provide operational and administrative advice and support within the team and to other directorates on business administration matters and processes.
• →Manage all aspects of the Administration function and the service it provides to and on behalf of the team
• →Manage the operational arrangements required to deliver all aspects of business planning, performance and governance matters for the team.
• →Contribute to the identification and development of opportunities for using analytics and data reporting to support the delivery of the service.
• →Work with the HoS and Assistant Director to manage and co-ordinate business planning across the team.

• Work with senior officers to ensure the delivery of a comprehensive, best practice business administration service, in line with agreed objectives.
• Work closely with HoS to identify and co-ordinate data analytics and reporting which supports the objectives of the Specialist Provisions service , tracks key performance indicators, and informs service delivery.
• Manage all aspects of funding streams administration service and processes.
• Support the co-ordination of effective communication regarding the service
• Co-ordinate arrangements for preparing annual business plans at all levels, and for compiling regular reviews and reports as required in line with corporate governance arrangements.
• Manage all arrangements with regard to reporting against relevant EA Plans and aspects of Corporate Plans, in line with EA Performance Management Framework.
• Contribute to the establishment, maintenance, management and review of outputs based reporting model, to provide evidence of organisational impact against strategic objectives.
• Contribute to the development and delivery of a governance and reporting framework to measure regulatory and legislative compliance and drive continuous improvement.
• Support arrangements for risk management for the team and help maintain the Risk Register. Co-ordinate arrangements for the effective extraction and analysis of all data held on the  system to provide coherent, timely and accurate responses to funders ie DE and a wide range of queries from statutory and non-statutory bodies, to include Assembly Questions and FOIs.
• Contribute to strategic and corporate business planning processes, and plan the work of the Administration function to enable the operational and corporate objectives to be achieved.
• Contribute to the currency and accuracy of the  governance, risk and controls database.
• Help to develop and maintain new systems and reporting tools.
• Implement functional projects and initiatives and contribute to wider transformation and improvement programmes as required.
• Utilise technology and analytical tools to develop and analyse schools’ data.
• Support the development of appropriate key performance indicators and targets in collaboration with other Directorates and stakeholders.

• Provide specialist advice and guidance across the  team and to all levels within the organisation to build capacity in effective business planning for improvement.
• Present research findings and reports to a variety of audiences including the Education Directorate and Corporate leadership teams, EA Committees and the Department of Education.
• Provide needs-related information on a regional and also a geographical / locality basis.
• Contribute to the development and delivery of appropriate training programmes/guidance for staff
• Provide advice and support to the HoS and Assistant Director on a range of matters relating to business planning and accountability.
• Provide advice to HoS and Assistant Director on the appropriate use of the risk register to ensure that risks are satisfactorily mitigated.
• Advise on matters relating to Information Governance, including Freedom of Information and Data Protection (GDPR), as they affect the Education Directorate.
• Provide feedback to all levels of leadership and management to build capability in the effective use of data analytics to help shape service delivery.
• Analyse and interpret complex information and policy.

• Establish and maintain appropriate systems to source, collate and make available appropriate data to inform the service.
• Advise on effective record management processes and compliance with GDPR
• Contribute to quality assurance processes by monitoring and reviewing the use of data, information and reporting and provide recommendations for achieving optimum use of existing and future resources.
• Follow robust corporate governance procedures and financial control frameworks to support effective management of the budget for the service and support the monitoring of expenditure ensuring propriety, regularity and value for money within the allocated budget.
• Review, monitor and implement administrative systems as appropriate.
• Facilitate reporting protocols that are required by the EA.
• Maximise the application of a range of appropriate software packages to provide data analysis and organisational/and wider system insight.
• Contribute to the planning, procurement and implementation of electronic and web based administrative functions and solutions to support the delivery of services.

• Work in partnership with ICT colleagues to develop and maintain digital solutions for the administrative management of business planning.
• Liaise with the Programme Director to lead and manage the administration of the business function across the Directorate.
• Establish effective working relationships with senior leaders across the Directorate, in other Directorates, and in external organisations as required.
• Enhance the development of the team by building on effective partnerships across the education directorate and between EA departments.
• Establish and maintain effective working relationships with external bodies, including DE, to ensure effective partnership working.
• Work collaboratively with colleagues across the Education Directorate, and in other Directorates as required to maximise the benefits of information technology for theteam; modernising existing systems and developing all new Directorate processes and systems, ensuring effective liaison with relevant stakeholders.
• Collaborate with colleagues across Directorates, in particular other Senior Administrative Officer leading administrative functions to share learning, maximise the use of resources and help achieve synergy.

• Manage a team of officers and undertake all duties associated with line management.
• Monitor ongoing administrative needs to support data management and analysis and manage work flows to meet the  needs and future challenges.

• Advise and contribute to strategic reviews and developments aimed at improving  delivery as appropriate.
• Prepare reports and papers for the Directorate Management Team, Corporate Leadership Team, Relevant Committees and EA Board as required.
• Support the provision of responses to parliamentary questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence cases within set deadlines.
• Participate in staff selection panels as required.
• Respond to complaints and concerns as required in accordance with the appropriate EA procedure.
• Represent the  team on working groups or meetings as appropriate.
• Seek opportunities to continuously improve the quality and value of provision.
• Undertake such training and development as may be required for the role.
• Undertake such other relevant duties as may be reasonably expected of the post holder.

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

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.

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.

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.

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.