Executive Officer - Child Protection & Support Services (EA Employees Only)

Job Description

Reports To: Senior Executive Officer

Main Duties and Responsibilities:

• Responsible for the provision of diverse, confidential administrative support to the Child Protection Support Service.

• 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.

• 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 from arrival – drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating Child Protection Support Service (CPSS) 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 behalf of CPSS.  Collating inputs from various sources into a co-ordinated response.

• Using sources such as the intranet/internet as needed.

• Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance.

• Supporting the Head of Service in CPSS and Senior Executive Officer.

• Supervise staff including the allocation of tasks, checking output, quality and quantity of work, rotation and reallocation of duties or workload to ensure high quality standard.

• Ensure that new staff, as assigned, are trained in all procedures and practice within the team/department;

• Assist in the establishment of policies, procedures and guidelines to ensure that the quality of administrative support delivered within teams is maintained at a consistently high level;

• Receive, receipt and account for all purchases and payments.

• Prepare and process requisitions, invoices/vouchers for  officer approval and payment Ensure a confidential service is provided to officers when dealing with information of a sensitive nature;

• Provide ad hoc statistical information as required by Head of Service and Senior Executive Office.

• Any other duties, related to the role, which may arise from time to time.

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 selection process will involve a paper-based sift of applications to determine how well and to what extent the essential criteria are met. Please note that it is not intended to hold interviews for this temporary acting-up post.  The panel will only hold interviews if it is determined that this is necessary to confirm the appointment decision. The following are essential criteria which will initially be measured at the during the paper based sift exercise and may also be further explored during the interview/selection stage if it is determined that this is necessary to confirm the appointment decision.  

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.