~54m ago

Senior Executive Officer, Condition and Suitability Team (EA Employees Only)

Armagh-Armagh-Armagh Office, Antrim-Ballymena-Ballymena Office, Antrim-Belfast-Belfast Officesenior

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Job Description REPORTS TO: Condition and Suitability Manager RESPONSIBLE FOR: 3 Administrative Support Staff JOB PURPOSE: To support the Condition and Suitability Manager in the planning,

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Job Description

REPORTS TO: Condition and Suitability Manager

RESPONSIBLE FOR: 3 Administrative Support Staff

JOB PURPOSE:

To support the Condition and Suitability Manager in the planning, co-ordination, monitoring and delivery of condition and suitability programmes across the estate.
To manage asset information, co-ordinate surveys and assessments, prepare management reports.
To organise and manage a small team of staff providing high quality, efficient and effective administrative support within the Condition and Suitability team.

MAIN DUTIES AND RESPONSIBILITIES

Assist in the development, planning and implementation of condition and suitability survey programmes across the estate.
Co-ordinate the collection, maintenance, validation and analysis of property condition and suitability data.
Maintain and develop asset management databases, records and performance monitoring systems to ensure accurate and reliable information.
Analyse survey findings and asset information, preparing management reports, statistics, briefing papers and performance information as required.
Support the Condition and Suitability Manager in monitoring programme delivery, progress reporting and the achievement of service objectives.
Develop and maintain positive working relationships with internal and external stakeholders, including Surveyors, DE, Principals, Building Supervisors, and EA Service users.
Assist with budget monitoring, procurement processes and resource management activities associated with condition and suitability programmes.

Staff Management

Supervise Administrative Support Staff, ensuring work is allocated effectively and service priorities are achieved.
Assist with the recruitment, induction, training and development of new and existing administrative staff.
Monitor staff performance and attendance, providing guidance and support to ensure high standards of customer service and administrative support.
Promote effective communication and teamwork within the Condition and Suitability Team.
Ensure staff comply with organisational policies, procedures and statutory requirements relevant to their role.

Other Management Responsibilities

Review administrative practices, procedures and systems on an ongoing basis and implement improvements to support efficient service delivery.
Contribute to the development and implementation of departmental policies, procedures and service improvement initiatives.
Prepare and present reports, correspondence and management information as required by senior management.
Participate in meetings, working groups and project teams as required, representing the Condition and Suitability Team where appropriate.
Ensure compliance with all relevant Health and Safety, Equality, Data Protection and Governance requirements.
Support the development of estate condition and suitability investment plans through the analysis of survey data, asset performance information and identified priorities.
To ensure the confidentiality of information and records within the service in accordance with the data protection legislation and records management policy.
Undertake any other duties commensurate with the grade and responsibilities 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.

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 a HNC/HND or above examination qualification and have three years’ demonstrable experience of working in an administrative role in an office environment to include the practical use of computers; OR have five years’ demonstrable experience working in an administrative role in an office environment to include the practical use of computers. Demonstrable experience in the use of Microsoft Word, Access, Excel and Power BI to produce accurate, clear and data-driven reports.	Shortlisting by Application Form
Knowledge	Knowledge of effective approaches to service delivery and service improvement. Knowledge of General Data Protection Regulations.	Shortlisting by Application Form
Other	The 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; 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
Knowledge	Knowledge of the requirements of a Senior Executive Officer.	Interview
Skills/ Abilities	In 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 time Ability to lead and direct a team/provide advice and guidance where required Flexibility to meet the 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 review, implement processes and procedures leading to service delivery improvement Ability to work to a high level of accuracy and attention to detail Excellent ICT skills	Interview
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.	Interview

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.

Factor

Desirable Criteria

Method of Assessment

Experience

Have three years’ experience providing day-to-day direction to staff and delegating tasks appropriately.

Experience in planning, co-ordinating and delivering staff training.

Have experience of minute taking at meetings.

Shortlisting by Application Form

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.