Assistant Business Support Officer in Dundonald

Primary Location: Antrim-Belfast-Belfast Office

Other Locations: Down-Dundonald-Dundonald Office, Armagh-Armagh-Armagh Office, Antrim-Ballymena-Ballee Centre, Tyrone-Omagh-Omagh Office

Contract Type: Permanent

Status: Full-Time

Hours per Week: 36 hours per week

Working Pattern: Monday - Friday

Grade/Scale: Senior Executive Officer | NJC pts 23 - 26 | £33,366 - £36,124 per annum

Additional Information: Base location to be agreed on appointment.

JOB DESCRIPTION

Responsible to: Head of Service, Resourcing Service, Human Resources and Corporate Services

Reporting to: Resourcing Specialist, Human Resources and Corporate Services

Overall Job Purpose

The post-holder will be responsible for the day-to-day management and implementation of work involving a wide range of advanced activities within an environment of change, including a confidential, diverse administrative support service to the Head of Service/Assistant Director and Officers within the Directorate.

The Postholder will contribute to the effective functioning of the Resourcing Service by supporting the Head of Service/Assistant Director/Senior Management across the full range of Office duties ensuring the efficient organisation of the Resourcing Service and the provision of high quality, confidential, comprehensive administrative support.

The post holder will also be responsible for the management of the central administrative processes and communication flows internally between the Head of Service internally and externally to all key stakeholders and will provide a key administration role within the Resourcing Service.

The post-holder will also be responsible for administrative and clerical support to the management team within the Resourcing Service.

Main Duties and Responsibilities

• To act as Assistant to the Head of Service and/or Resourcing Service Managers to ensure the effective and efficient management of the workload of the office in order to facilitate the coherent delivery of services in accordance with EA policy and procedures.
• To ensure that the Head of Service and/or Resourcing Service Managers are equipped and briefed prior to meetings and kept fully informed of pertinent issues.
• To action and process correspondence including DE queries and those of a highly confidential and sensitive nature and draft responses.
• To manage the diary and workflow of the Head of Service and/or Resourcing Service Managers, schedule meetings as appropriate and compile and issue agenda and papers for meetings, take minutes of meetings and implement follow-up actions.
• To research and prepare reports including financial as directed by the Head of Service and/or Resourcing Service Managers.
• To undertake specific/general project work under the direction of the Head of Service and/or Resourcing Service Managers.
• Liaise with Assistant Directors, other Directors, Personal Assistants and other Service Providers as required.
• To assist the Head of Service/Resourcing Service Managers in liaising with a wide range of stakeholders and contacts.
• To support the Head of Service/Resourcing Service Managers in the co-ordination of consultation responses to various bodies.
• To receive and deal with enquiries relating to administrative matters, from a wide range of internal and external contacts and make arrangements for more complex enquiries to be referred to appropriate officers.
• To be responsible for the development, management, implementation and maintenance of comprehensive administrative support for the Resourcing Service including co-ordination and completion of administrative work in connection with the Management and Teaching Appointments Committee.
• To assist the service in ensuring the effective and efficient management of the team’s respective workload, in order to facilitate the coherent delivery of services in accordance with EA policies and procedures.
• To provide administrative support involving the handling of general correspondence and enquiries, undertaking requisitions and diary management, and update of relevant information sites.
• To assist in the collation and preparation of reports, reviews and briefings emanating from the Service and respond to requests for information about issues relating to resourcing as and when necessary.
• To manage the organisation and administration of a range of training courses, workshops and seminars for the service as required (arrange dates, take bookings, data input of evaluations and training records, produce training reports etc.).
• To attend and take minutes of meetings convened by the Service including attendance at meetings on behalf of the Head of Service as and when necessary.
• Administration, support, maintenance and provision of reports for a Resourcing e-learning programme.
• To be responsible for the development, co-ordination, implementation and ongoing management of an effective system within the directorate for assembly questions, ministerial queries and Freedom of Information requests.
• To direct the work of, allocate the duties of, including checking for quality and quantity of work, and act as supervisory officer for administrative staff in the office.
• To be responsible for the discipline and welfare of administrative staff in the Resourcing Service in line with EA policy and procedures.
• To identify and evaluate the training and personal development needs of administrative staff.
• To be responsible for the induction of administrative staff in the Resourcing Service.
• To participate in interviews for administrative staff in the Resourcing Service but also when required as part of EA recruitment and selection panels.
• To use own initiative to respond positively to issues which arise.
• To undertake other reasonable duties appropriate to the grade.

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.

PERSON SPECIFICATION

Essential Criteria

• Hold a HNC/HND or above examination qualification and have two years’ experience working in an administrative role in an office environment to include the practical use of computers; OR Have four years’ experience working in an administrative role in an office environment to include the practical use of computers.
• Demonstrable experience of liaising with internal and external stakeholders.
• Demonstrable experience of working to deadlines and multiple tasks simultaneously.
• Demonstrable experience of building and maintaining successful working relationships with internal and external stakeholders.

Knowledge

• Knowledge of Information Technology systems for example Microsoft Office Suite, MS Teams, or Taleo (or similar online recruitment system), Oracle (or similar HR system).
• Knowledge of Excel and data handling for reporting purposes.
• Demonstrable knowledge in at least one of the following three areas:
• Knowledge of relevant employment legislation and data protection / FoI requirements
• Knowledge of the terms and conditions of employment;
• Knowledge of relevant HR policies and procedures.

Other

• Willingness to occasionally work outside of normal working hours.

Skills/Abilities

• Excellent oral and written communication skills.
• Proven ability to successfully plan, prioritise and manage the work of yourself and others within required timescales to meet deadlines.
• Proven ability to demonstrate initiative, work flexibly and resolve complex matters with minimal direction and supervision.
• Proven ability to develop and maintain good working relationships at a range of levels including senior management level.
• Proven ability to exercise discretion in dealing with confidential or sensitive matters.
• Ability to take a responsive and customer focused approach to work responding professionally to a wide range of enquiries.
• Ability to work effectively in a changing environment, managing multiple priorities simultaneously.
• Strong collaborative skills to build genuine and productive relationships with internal & external stakeholders.

Values Orientation

Evidence of how your experience and approach to work reflect EA’s ethos and values.

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.