Job Title: Senior Admin Officer – Budgetary Support
The Senior Admin Officer – Budgetary Support will assist in the development and progression of leading, managing and developing financial reporting processes and procedures for EA directorates and services as an integral part of a finance business partnering team. They will develop meaningful data analysis and reporting across key budgets and will engage with internal and external stakeholders as required, to ensure good financial management and control. As a key member of this team, the post holder is accountable for ensuring that service delivery is focused on fostering and driving continuous improvement.
Main Duties and Responsibilities
Service Specific
* Contribute to the delivery of management accounting activities, including the preparation and delivery of timely, accurate, and insightful monthly management accounts.
* Work within the Finance Business Partnering Team to support budget holders to set and monitor their budgets, within the context of the annual and spending review planning cycle and savings delivery plans.
* Work in close partnership with Directorate budget‑holders and the Financial Reporting team to provide accurate, timely and comprehensive management accounting information to enable robust forecasting.
* Develop processes to coordinate the submission of returns to DE to ensure compliance with the DE EA Management Statement and Financial Memorandum.
* Oversee the implementation, maintenance and administration of processes and procedures which ensure excellent support to service users.
* Provide operational, administrative, and financial advice and support within the service and to other Directorates.
* Liaise with service users and identify areas for improvement in financial reporting in line with EA’s strategic objectives.
* Embed new and tested processes in day‑to‑day business.
* Develop staff guidance on financial reporting and compliance.
* Ensure specific projects and tasks allocated have been completed to the required standards.
* Contribute to monthly and, where necessary, year‑end reporting requirements to ensure compliance and accurate records are maintained within deadlines.
* Build relations and collaborate with budget holders in other Services and Directorates, ensuring the successful delivery of high quality financial insights and support.
* Assist with the evaluation and review of existing procedures and recommend changes to achieve continuous improvement.
* Prepare responses to information requests including Ministerial questions and Committee papers as required.
Management
* Ensure good financial management as appropriate in accordance with all relevant financial policies and standards and performance management of the finance reporting systems.
* Develop staff within the service and encourage staff involvement and engagement in the strategic development and operational delivery of the service.
* Regularly monitor ongoing administrative needs to support the data analysis and financial reporting needs of the organisations and future challenges.
* Represent the Directorate on working groups or meetings as appropriate.
Management and Staff Development
* Work closely with the Finance Business Partner and Deputy Finance Business Partner to assist in the service leadership and direction ensuring that corporate, directorate and service performance standards are achieved.
* Ensure efficient and effective internal communication with staff in the service.
* Assist in establishing and providing suitable programmes of finance training to assist in financial management.
* Provide day to day management of officers as appropriate and undertake all duties associated with line management as appropriate.
* Support on‑going restructuring of the service and continuously improve the service to ensure delivery against performance targets, and to ensure that best value for money is achieved.
Developing Partnerships
* Work collaboratively with colleagues across the Directorate and in other Directorates as required, modernising existing systems and developing new processes and systems, ensuring effective liaison with relevant stakeholders.
* Develop links with other EA officers across the directorates in relation to service user requirements.
* Work closely with partner organisations, the Finance Business Partner/ Deputy Finance Business Partner /Head of Service/Assistant Director/Director and colleagues to benchmark services and lead/manage and monitor change.
* Respond to external queries and correspondence on relevant issues and provide relevant reports or other information as required.
Developing Strategy, Policy and Guidance
* Work with the Finance Business Partner and Deputy Finance Business Partner to establish, maintain, and communicate a clear and compelling strategic direction for the service.
* Assist in the development and progression of leading, managing and developing data analysis and financial reporting processes and procedures for high priority areas identified by senior management.
* Assist in development of relevant EA finance policies, engaging with internal and external stakeholders as required, to ensure good financial management and governance, and compliance with relevant legal, regulatory, and statutory requirements.
* Assist in ensuring EA’s compliance with Managing Public Money NI and the DE EA Management Statement and Financial Memorandum.
* Assist in the development and implementation of processes to collate input to annual budget exercises and coordinate directorate and service financial analysis line with DE requirements.
* Contribute to the development and implementation of other related new policies in line with strategic direction.
* Contribute to the management of the Service, supporting ongoing re‑structuring of the service.
Other Duties
* Liaise with EA Finance Directorate Business Services on internal and external audit recommendations.
* Assist in year‑end reporting requirements, including coordinating year‑end finance information to ensure compliance and accurate records are maintained.
* Liaise across EA teams on queries, reporting concerns to management and ensuring timely response.
* Collaborate across services to successfully deliver high quality business and finance support.
* Support arrangements for continuous improvements to ensure delivery against performance targets.
* Work with the Functional Leads to identify and manage key strategic risks impacting on the delivery of teams, Directorate and EA objectives.
* Keep up to date on new financial reporting and analysis requirements.
* Represent the Directorate on working groups or meetings as appropriate.
* Undertake any other duties commensurate with the grade and scope of the position as directed by the line manager.
* Assist Functional Leads in identifying and managing key strategic risks impacting on the delivery of teams, directorate and EA objectives.
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.
Essential Criteria – Experience
* Hold a Bachelor’s Degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher qualification and have two years’ relevant experience* or five years’ relevant experience*.
* Relevant experience is defined as: financial planning and strategy; budget setting, monitoring and control; provision of advice and support to budget holders.
* Demonstrable experience of the provision of financial reporting and analysis to budget holders.
Essential Criteria – Other
* Have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post efficiently and effectively.
Essential Criteria – Knowledge, Skills & Values
* Demonstrable knowledge of financial reporting techniques and the financial environment within which EA operates.
* Demonstrable awareness of EA’s wide range of stakeholders and ability to engage on complex issues.
* Ability to communicate effectively and build and maintain working relationships.
* Good organisational skills and ability to plan, prioritise and manage a busy workload to deliver effective results on time.
* Ability to work under pressure and meet strict deadlines.
* Ability to demonstrate initiative and inquisitiveness, work flexibility and resolve complex matters with minimal direction and supervision.
* Evidence of working on own initiative and in collaboration with team environment to achieve team goals.
* Evidence of successfully managing multiple priorities to achieve expected results on time and to a high standard.
* Evidence of working on own initiative and incorporating the EA’s ethos and values into practice.
Essential Criteria – Values Orientation
* Evidence of how your experience and approach to work reflect EA’s ethos and values.
Desirable Criteria
* Experience in delivering monthly financial reporting and analysis to budget holders.
* Demonstrable experience in the supervision and motivation of staff to meet challenging targets against strict deadlines.
The Education Authority is an Equal Opportunities Employer.
#J-18808-Ljbffr