Administrative Support Officer - Facilities Support Service (EA Employees Only)

Job Description 

JOB TITLE:  Admin Support Officer (Executive Officer)

REPORTS TO:   Relevant Locality Manager in FSS; either within Premises or Cleaning, or Grounds Maintenance (P or C or G).

RESPONSIBLE FOR:   The post-holder will ensure effective administrative support to the P or C or G management team, through their locality manager in support of schools and other locations across the EA and wider Education Estate.  The post holder will be responsible for the management of systems and administrative process to support the P or C or G teams.

JOB PURPOSE

To provide administrative and technical support within the P or C or G service and to directly support the relevant teams on all administrative and technical matters.

A key focus of the role will be to:

• Effectively manage the significant volume of orders and reconciliation of invoices;

• Assist the Locality Manager in the process of organising, monitoring and conducting attendance management meetings;

• Use of financial systems associated with the P or C or G services;

• Contributing to the development and monitoring of P or C or G KPIs and Dashboards.

MAIN DUTIES AND RESPONSIBILITIES

• Provide administrative support to the P or C or G management structures with respect to the delivery of the Education Authorities P or C or G services.

• Input data, in a timely manner, into computerised information systems, manually or by electronic file transfer and adopting a digital first approach. 

• Assist the Locality Manager to design and implement new information systems as may be necessary for the purposes of monitoring the P or C or G service KPIs and Dashboards.

• Generate, formulate and issue regular reports for the P or C or G management structures in respect to attendance management, budget, performance indicators, and timescales.

• Assist, as required, a Budget Support Officer in the management and preparation of financial spreadsheets, journals and progress reports for use internally and for external bodies.

• Provide first line advice on P or C or G service queries from end-users (Contractors, Schools, employees).

• Provide advice and guidance to other sections of the EA Divisions of the Boards and other Education establishments on matters PCG programmes.

• Assist the development of links and partnerships with a range of external organisations eg Inter-Board, Department of Education, Central Procurement Directorate, Consultants, Contractors/suppliers and other Inter Government Agencies.

• Input, maintain and update accurate records on the IProc system and relevant Estates Management System which are applicable to the P or C or G services and undertake the necessary training to develop knowledge and understanding of systems as required.

• Assist the management structures in the organising and conducting of attendance management meetings with employees of the P or C or G services.

• Assist the Locality Manager to review systems and practices within the P or C or G services and assist in implementing improvements to the services.

• Assist the management structures with the day to day operation of the P or C or G service.

• Provide general administrative support for the P or C or G teams.

• Maintain effective recording and filing systems within the service including E-filing systems;

• Assist the Locality Manager and contribute to the establishment and development of training programmes and preparation of materials for courses and maintain records as appropriate.

• Ensure that the appropriate checks are undertaken for the receipting, coding and payment of all invoices received for works completed and orders received.

• Participate in recruitment activity, including supporting panels and acting as a panel member as requested by the Locality Manager.

Other Duties

• Comply with the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation. In accordance with relevant equality legislation and EA policies on diversity in the workplace the post-holder is expected to promote good relations and pay due regard to equality of opportunity in carrying out their duties.

• The post holder must also carry out any other duties commensurate with the grade associated within relevant service - Premises or Cleaning or Grounds Maintenance service as requested by the responsible Locality Manager.   

• Promote and adhere to the values/ethos of the Education Authority.

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.