Section 1 - Background and Context The Education Authority (EA) wants every child to have an outstanding education. The EA was established under the Education Act (Northern Ireland) 2014 and became operational on 1 April 2015. It is a non-departmental public body sponsored by the Department of Education and the Department for the Economy. The EA is responsible for ensuring that high quality primary and secondary education services are available to meet the needs of children and young people, and for support for the provision of efficient and effective youth services. These services were previously delivered by five Education and Library Boards (ELBs). The organisation employs over 39,000 people across Northern Ireland in a wide variety of roles including teachers in controlled schools, school-based support staff and staff in administrative headquarters. The work we do impacts the lives of tens of thousands of children, young people and their families every day. The services we provide are essential in supporting, encouraging and facilitating learning within our communities to develop generations of young people who are equipped to succeed in life and work in the modern world. As a public sector organisation, we must continue to deliver these vital services in a challenging environment of increasing financial pressure and under intense public scrutiny. Principal’s Introduction Portadown College is at an important and challenging stage of its existence, having been recently included on the list of schools to benefit from the Department of Education’s latest capital investment scheme. In 2024, the College marked the significant milestone of 100 years since its inception. It is against this backdrop of celebration and transformation, that the Board of Governors seeks to recruit a new Head of Finance and Corporate Services. As a member of the Senior Leadership Team, the successful candidate will have an active input into the day-to-day management of the College, as well as a key role in the strategic planning and future success of ‘PC’. The post holder will also have a pivotal part to play as we seek to enhance our current Investors in People Standard Award status. The College Governors are keen to appoint a dynamic and motivated professional who is committed to delivering quality outcomes and inspiring high standards of performance across a diverse team of colleagues. If you believe that you are ready for the next stage of your professional journey, we look forward to considering your application. Gillian R Gibb Principal JOB DESCRIPTION Post Title\: Head of Finance and Corporate Services School\: Portadown College Salary Scale\: £42,708 - £45,718 per annum. NJC Pts 33 – 36 Hours\: 36 hpw Responsible to \: The Principal. The Post Holder will also be a member of the Senior Leadership Team (SLT). Job Purpose : 1. To ensure the most effective use of resources in support of the College’s development/strategic plan. 2. Responsible for provision of professional leadership and the management of College support staff to enhance effectiveness and secure improved outcomes. 3. As part of the SLT, assist the Principal to ensure that the College meets its educational aims. 1 Strategy (a) Strategic planning to ensure that the College makes optimum use of available resources managing change effectively. (b) Management of Financial Resources, Human Resources, Estates Management, General Administration and all matters which are supportive of the effective delivery of fit-for-purpose educational provision. (c) Strategic management of risk as required by the Principal. (d) Assisting with the College’s Major Capital Build Project. 2 Financial Resources (a) Responsible for establishing, developing, maintaining, monitoring and evaluating the financial administrative structures within the College in support of the Education Authority’s (EA) scheme for the Local Management of Schools (LMS). (b) Advise the Principal, SLT, Board of Governors and other members of staff, as appropriate, on financial policy and procedures within the College. (c) Ensure that the financial management of the College, including the receipt of income and the expenditure of funds (including Private Funds/investments and other income sources), is managed in an efficient, effective and value for money manner to minimise risk of loss to the College. This includes devising and implementing appropriate policies and procedures to monitor, control and disburse all finances delegated to the College under LMS. (d) A key function is to keep the Principal informed on an ongoing basis regarding the current position of College finances and budget profiles, cost budgeting etc, advising the College leadership, within appropriate timeframes, of potential concern or risk. (e) Maintain a strategic, three-year financial plan that takes account of financial trends and the desired outcomes of the school development plan. This includes the identification of additional finance required to fund the College’s proposed activities, creation of and presentation to the Principal and Governors of the annual budget plan and other financial reports. (f) Implementation of formal finance agreements with suitable providers in line with the Board of Governors’ requirements and approvals. (g) Oversee all Capital Purchases/Procurements. (h) Preparation of annual estimates of income and expenditure, including the preparation of departmental budgets in conjunction with HoDs etc. (i) Ensure that all financial management is carried out in line with best practice and the relevant Statements of Recommended Practice (SORP). 3 Human Resources (HR) (a) Recruitment & Selection (i) Responsibility for the recruitment and selection process for support staff and for teaching staff as required (in conjunction with the Principal), ensuring at all times that this process is conducted in accordance with regulatory and legal compliance. (ii) Provision of guidance, advice, interpretation and up-to-date information on employment and equality legislation and all human resource matters. (b) Employee Relations (i) Ensure all Human Resource related policies and procedures comply with legal and regulatory requirements, monitor the manner in which such policies and procedures are implemented, providing support where necessary. (ii) Deal with grievances and/or disciplinary issues which may arise within the Post Holder’s remit. (c) Training and Development (i) Manage attendance, performance management, appraisal and development for all support staff. (ii) Carry out job evaluation, as required, for support staff in conjunction with the Principal. (d) Reward and Recognition (i) In conjunction with the SLT establish, monitor and maintain an appropriate system of reward and recognition for support staff. (ii) Ensure the Salary Policy is maintained and implemented as necessary. 4 Estates Management (a) The Head of Finance and Corporate Services is responsible for managing the maintenance and upkeep of the College sites and buildings/overseeing associated maintenance schedules and ensuring that the College estate is fit-for-purpose in accordance with Health and Safety legislation. (b) The effective maintenance of a buildings inventory, including preparation of maintenance schedules and keeping of records. (c) Creation of specifications for general repairs and minor alterations etc. 5 General Administration General The Head of Finance and Corporate Services is responsible for overseeing an efficient and effective administrative support structure for the school including: (a) Admission/registration of new students. (b) Liaising with Staff Responsible for Cover in relation to Substitute Cover for Absent Staff/NISTR. (c) Acting as Minute Secretary to the Board of Governors and its committees. (d) Facilitating and servicing meetings as required by the Principal/Board of Governors. (e) Ensuring the efficient operation of internal and external examinations. (f) Liaising with the appropriate post holders to ensure the efficient operation of C2K. The Head of Finance and Corporate Services will undertake any additional duties as assigned by the Principal and agreed by the Post Holder. This position will require sensitivity to the highly confidential nature of the work. In all areas of the post the Head of Finance and Corporate Services will be required to maintain effective liaison with external agencies, including DE and EA. Evaluated\: 12.01.04 (legacy SEELB) & 26.04.22 (EA) PERSON SPECIFICATION NOTES TO JOB APPLICANTS 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. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise. The stage in the process when the criteria will be measured is outlined in the table below. 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. 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. 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 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. 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. Factor Essential Criteria Method of Assessment Qualifications/Experience Have either (A) OR (B) (A) Hold a third level qualification i.e. degree, HND in a Business/Administration/Financial and/or Human Resources related subject and a minimum of 3 years’ experience working in an office environment including experience of financial management; practical use of computer software and their applications; supervision of staff, people management and/or employee relations. OR (B) Have a minimum of 5 years’ experience within the last 8 in a paid capacity of working in an administrative role in an office environment including practical use of computer software and their applications. PLUS a minimum of 3 years’ experience of\: financial management; working with the C2K system; a network managed information system; supervision of staff; people management and/or employee relations. Shortlisting by Application Form Knowledge A working knowledge of computerised accounting systems. Shortlisting by Application Form Skills / Abilities Evidence of proficiency in the use of Microsoft Word, Excel, PowerPoint and Outlook Shortlisting by Application Form SECTION 2 - ESSENTIAL CRITERIA The following are additional essential criteria which will be measured during the interview/selection stage. Factor Essential Criteria Method of Assessment Knowledge Knowledge of the requirements of a Head of Finance & Corporate Services; Knowledge of IT systems (e.g MS Word, Excel and PowerPoint); Knowledge of general office administrative processes and records; Knowledge of purchasing and supplies administration; Knowledge of people management issues; Knowledge of Financial Management; Knowledge of conflict resolution. Interview Skills / Abilities Excellent oral and written communication skills; · Interpersonal skills; · Organisational skills; Interview Personal Qualities ·Internal and external costumer focused approach; · Confidentiality; · Integrity; · Ability to lead a team; · Ability to use own initiative; · Approachable; · Ability to work under pressure to strict deadlines; · Collegiality, commitment and loyalty; · Flexibility; · Tact; · Diplomacy; · Patience; · Tolerance. Interview Values Orientation Evidence of how your experience and approach to work reflect the School’s Values/ethos. You will find information about our Values on the College website. Interview 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. Factor Desirable Criteria Method of Assessment Qualifications / Experience A minimum of 3 years’ experience within the last 8 in a paid capacity in budget preparation, budget control and management; · A minimum of 3 years’ experience within the last 8 of working in an administrative role in a school environment; · A minimum of 3 years’ experience within the last 8 of dealing with HR related matters; · Have RQF Level 2 in IT or equivalent; Evidence of experience of working with other agencies; Membership of an appropriate professional body e.g. CIMA/CIPD. Shortlisting by Application Form 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.