Executive Officer – Education Welfare Service in Belfast

Overview

Reports To: Regional Support Manager

Responsible For: Providing administrative, clerical and secretarial support to the Assistant Head of Education Welfare Service for the area and assigned staff, and managing EWS administrative staff in the local office area in line with EA policy and procedures. Assisting the local Assistant Head of Education Welfare Service and Regional Support Manager with collation, analysis and management of information to support planning and delivery of support for children and young people.

Job Purpose: The postholder will organise, manage and supervise staff within teams in the provision of administrative, clerical and secretarial support to officers of the EA’s Education Welfare Service and support management in all areas of the Education Welfare Service.

Main Duties And Responsibilities

• Staff Management: supervise staff, allocate tasks, check output, ensure coverage, train new staff, coordinate team cover, and support staff performance management and development.
• General Administrative Processes and Records: provide administrative, clerical and secretarial support, develop and operate information systems, arrange meetings and coordinate diaries, manage and review data, produce documents, leaflets, booklets and presentations.
• Education Welfare Service: act as Personal Assistant to the Assistant Head of Education Welfare Service, provide confidential secretarial support, design databases/spreadsheets/forms, prepare and distribute correspondence, arrange attendance at courses, advise colleagues and external contacts, take minutes, manage budgets, maintain confidentiality, contribute to policy development and ensure high-quality administrative support.
• Invoicing Systems: receive, account for purchases and payments, prepare requisitions/invoices/vouchers for approval and payment.
• Reception, Secretarial and Secretariat: ICT administration, voicemail, filing and photocopying; brief officers prior to meetings; manage mail; maintain filing systems and archives.
• Other Duties: perform other duties commensurate with the grade as required. This job description will be reviewed as needed and is intended as guidance within which the individual works. It may include other duties of a similar nature and appropriate to the grade.

Equality and Safeguarding: In accordance with Section 75 of the Northern Ireland Act (1998), promote good relations, equality of opportunity and comply with equality legislation. The post may involve safeguarding responsibilities as per regulations.

Terms and Conditions: To view the summary of terms and conditions for this post, click here.

Person Specification

Notes to Job Applicants: Provide clear demonstration on your application of how you meet the essential and desirable criteria; failure to do so may result in not being shortlisted. Shortlisting will be based on the criteria stated below and may involve consideration of desirable criteria at shortlisting in certain circumstances. Applicants should demonstrate how they meet criteria by the closing date for applications.

Section 1 – Essential Criteria

• Experience: Hold an NVQ Level 3, BTEC National or 2 A-levels or equivalent or higher, and have two years’ demonstrable administrative/clerical experience in an office environment including word processing and practical use of computers (spreadsheets, databases, etc). OR five years’ demonstrable administrative/clerical experience with similar capabilities.

Section 2 – Essential Criteria

• Abilities: Evidence of good organisational skills, ability to manage a busy workload, flexibility, effective communication and teamwork, initiative, accuracy, excellent ICT skills, and ability to research, digest, analyse and present information clearly.
• Knowledge: Awareness of the functions of the Education Authority and EA policies and procedures.
• Values Orientation: Alignment with EA ethos and values, including commitment to equality and excellence in service delivery.

Section 3 – Desirable Criteria

• Experience in managing correspondence, taking notes and creating minutes or action logs.
• Experience using MRI Education (Capita).

Disclosure of Criminal Background: The Education Authority may require an Enhanced Disclosure for roles involving regulated activity. Applicants may be required to meet the cost of the disclosure; details will be provided at pre-employment. Further information is available from NI Direct or the Department of Justice.

Applicant Guidance Notes: Guidance notes and information about benefits are available on the Education Authority site.

Equal Opportunities: The Education Authority is an Equal Opportunities Employer.