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Executive Officer - Pre-School Admissions Team (EA Employees Only)

Tyrone-Omagh-Omagh Office, Armagh-Armagh-Armagh Office, Antrim-Ballymena-Ballee Centremid

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Quick Summary

Key Responsibilities

Administrative Assisting with the organisation and delivery of the administrative arrangements for the admissions procedure or transfer between schools and the appeals process.

Requirements Summary

working as part of a Team in an administrative role in an office environment. The use of computerised software packages including Microsoft Word, Outlook and Excel.

Technical Tools

Other

JOB DESCRIPTION

SERVICE AREA: Pupil Admissions and Pre-School Programmes

RESPONSIBLE TO: Admissions Team Leader (SEO)

RESPONSIBLE FOR: Assisting in leading a team in the delivery of the admissions service.

JOB PURPOSE

To assist the Team Leader/Senior Officers in leading a team which ensures the administration and efficient and effective delivery of all arrangements for the admission of children into pre-schools/schools or the transfer of pupils between schools and the appeals process.

MAIN DUTIES AND RESPONSIBILITIES

The following list provides an outline of the key responsibilities. It does not however, represent a comprehensive list of activities:

Administrative

Assisting with the organisation and delivery of the administrative arrangements for the admissions procedure or transfer between schools and the appeals process. Arranging work quotas and prioritising staff duties to meet stipulated timetables for entries to ensure that procedures within the service with regard to the admission of children to pre-schools/schools operate in an efficient and effective manner.
Operating the admissions procedure clearing house system for pre-schools/schools and advising parents of their right of appeal.
Assisting and contributing to the delivery of the Digital Admissions.
Assisting with the implementation of agreed contingency plans for the service.
Preparing cases, arranging timetables and assisting with the arrangements/delivery for the Appeal Tribunals for Admissions/Expulsions/Curriculum.
Administration of the arrangements for the delivery of admissions material to and from pre-schools/schools.
Assisting with organising the collation and publication of pre-schools’/schools’ admissions criteria and other information/guidance.
Assisting senior colleagues with collating responses to Admissions Complaints, FO1s, Subject Data Requests and other correspondence.

Statistical Analysis

Updating and reporting of statistical information relating for the admissions/appeals procedure to inform Education Board/Committees/Officers, Department of Education, as applicable other Government Departments and Employing Authorities and other information requests.

Supervisory

Supervising and co-ordinating the workload of senior clerical officers and analysing work completed to ensure performance targets and legally binding timetables are being met.
Continually assessing and developing procedures within the service to ensure high operational standards.
Assist with the establishing performance targets.
Training staff/others in the use of EA Connect/Capita/other IT systems and packages.
Supervising the inputting and updating of data to EA Connect/CAPITA/other IT Systems
Supervising the checking of associated communications/data/reports within the admissions procedure.
Supervising the operation of the admissions procedure clearing house system.
Ensuring that records are maintained and recorded as required under Records Management procedures.

Advice and Support

Providing advice and guidance to parents of children going through the admissions procedures/transferring between schools/appeals process/other required advice and guidance.
In conjunction with Team Leader/Senior Officers provide advice, information and support to Board Members/Committees, Department of Education, CCMS, NICIE, CCEA, other bodies/agencies/departments and the public as required.

To undertake any other duties as assigned by Team Leader/Senior Officers.

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 to include:

working as part of a Team in an administrative role in an office environment.
The use of computerised software packages including Microsoft Word, Outlook and Excel.

Have five years’ demonstrable experience to include:

working as part of a Team in an administrative role in an office environment.
The use of computerised software packages including Microsoft Word, Outlook and Excel.

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 Education Authority services/responsibilities. Knowledge of Admissions Procedures and Legislation.	Interview
Skills/ Abilities	In line with EA’s Game Changing People Model we will look for evidence of: Ability to communicate and work effectively with others as part of a team Excellent interpersonal and communication skills. Ability to work under pressure within strict deadlines. Ability to take a responsive and customer focused approach to work Ability to work to a high level of accuracy and attention to detail.	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

Demonstrable experience of EA Connect/Capita/Other IT systems.

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.