QES Business Support Co-Ordinator (EA Employees Only)

JOB DESCRIPTION

REPORTS TO: Senior  Quality, Energy and Sustainability (QES) Manager

RESPONSIBLE FOR:  The post holder will be responsible for supporting the Senior Quality, Energy and Sustainability (QES) Manager in all duties associated with the post.

JOB PURPOSE

The post holder will report directly to the Senior Quality, Energy and Sustainability (QES) Manager and will be required to work effectively with senior staff across the Facilities Management Directorate and the EA. Through the delivery of comprehensive service co-ordination and support, the post-holder will contribute to the transformation of service critical policies, procedures and processes across the Directorate.  The post holder will also play a key role in transforming the current administrative practices across the QES through the effective deployment of new and emerging technologies to transform business and operational performance.

• Be responsible for the accountability process and supporting management information systems that ensures the effective tracking and reporting all issues relating to QES delivery, including correspondence, AQs, FOIs and the like arising from enquires and complaints from parents, school principals, Board members, MLAs, MPs and other Public Representatives.
• Be responsible for all correspondence management systems including file sharing systems, record keeping, data management, GDPR and other data management related activities within QES Service.
• Support the Senior QES Manager in maximising the opportunities of new and emerging technologies by shaping the skills, processes, people and tools we use to deliver our objectives.
• Prepare, collate and summarise complex papers and information for Climate Change and Climate Change Reporting e.g. briefings for Project Boards, DMT, CLT, EA Committees, Project Plans, Business Cases, in an appropriate format for the Senior QES Manager, Head of QSHE and the AD of FM. 
• Develop project documentation to support the Senior QES Manager in achieving the transformation objectives associated with ensuring legislative compliance with the Reporting Requirements of the Climate Change Act. 
• Monitor tasks, actions and improvements associated with the implementation of the Climate Change reporting requirements report to the Senior QES Manager. 
• Analyse, investigate and resolve any queries or discrepancies raised by the Senior QES Manager advising on options for any necessary remedial action and their associated impact. 
• Support the Senior QES Manager in resolving queries from the Head of QSHE.
• Create, maintain, interrogate and progressively develop the use of information systems and the deployment of new technologies to support service delivery and transformation activity across the Directorate. 
• Maintain and manage information, records, papers and reports on behalf of the Senior QES Manager.
• Personally prepare Project Board and Working Group papers as required. 
• Support the Senior QES Manager with the preparation for, attendance at and actions arising from Project Boards and  Working Group meetings associated with the implementation of the Climate Change Act.
• Liaise with internal and external stakeholders on behalf of the Senior QES Manager as required. 
• Provide the Senior QES Manager with project management support as required.
• Be responsible for identifying EA and Schools exposure to both the risks and impacts of climate change, as well as any potential related opportunities in the short, medium, and long term.
• Be responsible for developing approaches to the measurement of greenhouse gas emissions in the context of Climate Change Reporting for Public Bodies.
• To co-ordinate and develop approaches to and the identification of Climate Change risks to the EA and Schools, which they could otherwise have been unaware of and to embed all such risks and associated mitigations within the reporting framework.
• To develop approaches to embedding Climate Change Reporting within the Business Planning and wider Corporate Performance reporting framework.
• Ensure that all duties are carried out with complete confidentiality and to the required standard as agreed with the Senior QES  Manager.

This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. EA reserves the right, in consultation with the post-holder, to amend the job description to meet the changing needs of the organisation. 

In addition to the above, the post-holder will, in accordance with Section 75 of the Northern Ireland Act (1998), be 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.

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The Education Authority is an Equal Opportunities Employer.