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. 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 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. Shortlisting by Application Form Knowledge Knowledge of Information Technology systems for example Microsoft Office Suite, MS Teams, or Taleo (or similar on-line 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. Shortlisting by Application Form Other Willingness to occasionally work outside of normal working hours. Shortlisting by Application Form Section 2 - Essential Criteria The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model. Factor Essential Criteria Method of Assessment Skills/ Abilities In line with EA’s Game Changing People Model we will look for evidence of\: Excellent oral and written communication skills. Proven ability to successfully plan, prioritise and manage the work of yourself and others within requir ed 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 respoinding 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. Interview Values Orientation Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here. 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 Experience Have experience in the supervision of staff. Shortlisting by Application Form 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. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential. 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. To learn about the many great benefits of joining the Education Authority, click here. The Education Authority is an Equal Opportunities Employer. 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 General 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. Assembly Questions/Ministerial Queries/Freedom of Information Requests To be responsible for the development, co-ordination, implementation and on-going management of an effective system within the directorate for assembly questions, ministerial queries and Freedom of Information requests Management of Staff 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. Other 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. To view the summary of terms and conditions for this post, click here.