Application Instructions
* You must clearly demonstrate on your application form under each question, how and to what extent you meet the required criteria; failure to do so may result in you not being shortlisted. You should 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.
Job Description
Reports to: Senior Executive Officer for Chief Executive’s Office
Responsible for: Provision of confidential administrative support within the Chief Executive’s Office and providing a personal assistant function when required.
Job Purpose
To provide confidential administrative support within the Chief Executive’s Office and direct support to senior officers where required. The post holder will work flexibly and responsively to meet the changing needs and pressures of the Directorate.
Main Duties and Responsibilities
* Providing a high quality, confidential administrative support service across a diverse range of areas.
* Diary management, including organising and prioritising diary commitments.
* Organising meetings, including collating papers, briefing delegates, greeting and escorting visitors, and making cost‑effective travel arrangements.
* Minute taking as required.
* Answering and vetting incoming calls, responding to callers directly where possible by providing information or redirecting to an appropriate member of staff.
* Logging, prioritising and tracking all correspondence from arrival – drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating the Senior Executive Officer and bringing important issues and target dates to their attention.
* Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports; circulating documents on behalf of the Senior Executive Officer; collating inputs from various sources into a coordinated response.
* Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately in line with relevant guidance.
* Supporting senior officers in managing their relationships with education and business partners at a senior level.
* Any other duties which may arise from time to time.
Essential Criteria – Experience
* Hold NVQ Level 3, BTEC National or Two A Levels or Equivalent or higher examination qualifications and two years’ experience working in an administrative role in an office environment that includes:
o High level of IT literacy including use of Microsoft Office and Outlook.
o Diary management.
o Organising meetings, room bookings, hospitality and collating papers.
o Maintaining records.
* OR five years’ experience working in an administrative role in an office environment that includes the same set of tasks.
Essential Criteria – Knowledge, Skills & Values Orientation
* Knowledge of the functions of the Education Authority.
* Knowledge of EA policies and procedures.
* Excellent oral and written communication skills.
* Proven ability to successfully plan, prioritise and manage work within required timescales.
* Proven ability to demonstrate initiative, work flexibly and problem solve with minimal direction and supervision.
* Proven ability to develop and maintain good working relationships within a team.
* Proven ability to exercise discretion in dealing with confidential or sensitive matters.
* Evidence of how your experience and approach to work reflect EA’s ethos and values.
Desirable Criteria
* Experience in managing correspondence.
* Experience of taking notes at meetings and creating minutes or action logs.
* Hold a Personal Secretary certificate/diploma.
Our Values
Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA, including commitment to equality and excellence in service delivery. This reflects our aim to meet the needs of all children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services.
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 a post that involves regulated activity, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. 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.
Applicant Guidance Notes
To view the applicant guidance notes, please click here.
To learn about the many great benefits of joining the Education Authority, click here.
Equal Opportunities
The Education Authority is an Equal Opportunities Employer.
Summary of Terms and Conditions
To view the summary of terms and conditions for this post, click here.
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