Executive Officer - Claims and Insurance Unit in Omagh

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.

• Qualifications/Experience: Hold an NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and have a minimum of two years’ experience working in an administrative role in an office environment to include practical use of computers; OR Have a minimum of four years’ experience working in an administrative role in an office environment to include practical use of computers. Have a minimum of one year’s experience of using Microsoft Word in an office environment to create letters and reports.

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage.

• Knowledge: Knowledge of the functions of the Claims and Insurance Unit. Knowledge of confidentiality requirements in terms of personal data and legally sensitive documentation and information.
• Skills/Abilities: Good oral and written communication skills, good organisational skills and ability to deliver effective results on time, flexibility to meet changing demands and ability to prioritise, ability to work on own initiative, ability to work as part of a team, good ICT skills, ability to work to a high level of accuracy and attention to detail, ability to work under pressure.

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.

• Qualifications/Experience: Demonstrable experience of arranging meetings. Demonstrable experience of providing administrative support in a legal or insurance environment.

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.

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.

JOB DESCRIPTION

REPORTS TO: Claims and Insurance Manager

RESPONSIBLE FOR: Provision of administrative support in respect of claims made against the Education Authority, commercial insurance claims, debt recovery and records management. Dealing with queries from a range of stakeholders.

JOB PURPOSE:

• Administrative duties associated with the defence of claims brought against the Authority.
• Administrative duties in relation to insurance matters including commercial insurance.
• Administrative duties in respect of debt recovery and third party recoupment.
• Deputise for the Senior Executive Officer.

MAIN DUTIES AND RESPONSIBILITIES:

• SELF-INSURANCE: Provide administrative support for the defence of public and employers liability claims brought against the Authority, in both the maintained and controlled sector. This includes arranging the investigation and in the absence of the Senior Executive Officer or during busy periods to carry out in the investigation and compile the relevant report, and prepare memos for approval from Chief Executive. Provide advice to other Education Authority departments, Principals, CCMS, Libraries NI, school trustees in respect of the self-insurance arrangements for public and employers liability risks in relation to the maintained and controlled sector and Libraries NI.
• RECOVERY OF DEBTS: Manage and maintain an efficient computer system and the administration for the recovery of debts and collate data for each debtor. To process small claims and overpayments of wages owed to the Authority for recovery; preparing written correspondence to debtor to recover monies and advising on possible repayment plans.
• PROPERTY/MATERIAL DAMAGE: To process property/material damage claims relating to incidents on fire/special perils, burglary and vandalism from schools and other Education Authority properties. To advise Principals and Managers of Education Authority establishments on the procedures to follow after an incident and to obtain further details on the circumstances following the incident.
• RECORDS MANAGEMENT: To assist with the co-ordination of records management and security within the Claims and Insurance Unit. Keep an up-to-date register on all documents retained in storage.
• THIRD PARTY CLAIMS: Manage the administrative functions in relation to the request for information, to include ascertaining if the information sought can be released, and the relevant approval has been sought.
• QUERIES: Answering telephone queries from Principals, Solicitors, school staff and members of the public. These can be of a complex and highly sensitive nature and may require further assistance from other departments within the Authority.
• GENERAL: To provide typing/administrative duties for the section. To adhere to the Clear Desk Policy to ensure compliance with Data Protection Act/GDPR.

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.