Education Authority Northern Ireland
Commercial Procurement Service (CPS) Compliance Team Administrative Support Officer
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JOB DESCRIPTION
Reports to:
CPS Compliance Manager
Responsible for:
1 to 5 clerical staff
Job Purpose
To provide confidential administrative support within the CPS Compliance Team, to provide direct administrative support to senior CPS officers where required and the wider CPS Team to support the effective management of EA’s Commercial Procurement Service to customers. To supervise a Senior Clerical Officer.
Key Duties and Responsibilities
- Full and permanent supervision of a Senior Clerical Officer.
- Providing a high quality, confidential administrative support service across a diverse range of areas.
- Diary management including organizing and prioritizing diary commitments as and when required.
- Organizing and attending meetings, including collating papers and minute taking as and when required.
- Logging, prioritizing and tracking all correspondence on arrival – updating the Compliance Manager and bringing important issues and target dates to their attention.
- Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports. Circulating documents on the Compliance Manager’s, or other team members behalf. Collating inputs from various sources into a coordinated response.
- Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance.
- Utilize computer systems and use MS Excel and MS Word, as appropriate, to provide accurate compliance management information, reports and graphs.
- Liaising with other services, schools and external organisations as required.
- Administrative duties to assist the Compliance Manager/Compliance Team with the general operating of the CPS.
- Participate in ad hoc projects to include collating and analysing information to assist and support the work of the Compliance Manager.
- To ensure confidentiality of all information and records
- Any other duties, related to the role, which may arise from time to time.
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.
PERSON SPECIFICATION
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.
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Qualifications/Experience
Hold an NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and have two years’ demonstrable experience of working in an administrative role in an office environment to include the practical use of computers; OR have four years’ demonstrable experience of working in an administrative role in an office environment to include the practical use of computers.Have demonstrable experience in the supervision of staff.
Have demonstrable experience of working to strict timetables and deadlines, with accuracy and attention to detail.
Demonstrable experience of using Microsoft Outlook, Word and Excel to produce accurate documents and maintain records/trackers.
Demonstrable experience of organising and servicing meetings, including diary management, collating papers and taking accurate notes/minutes as required.
Demonstrable experience of logging, prioritising and tracking correspondence/actions, highlighting urgent issues and target dates to senior staff.
Knowledge
Knowledge of the importance of adhering to policies and procedures relating to confidentiality, record keeping and information governance.Other
The successful candidate will be required to 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 in an efficient and effective manner and thus meet this essential criterion; OR be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.
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.
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Knowledge
Demonstrable knowledge of the Education Authority (EA) governance environment, including the importance of compliance with policies, procedures and controls.Demonstrable knowledge of confidentiality and appropriate handling of sensitive information, including maintaining records in line with relevant guidance and retention requirements.
Demonstrable knowledge of office administrative systems and processes, including maintaining logs/trackers and the importance of accurate, timely record keeping and version control.
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Skills/Abilities
Good organisational skills and ability to manage a busy workload, prioritising tasks to deliver outputs on time.Flexibility to respond to changing demands and re-prioritise at short notice.
Ability to communicate effectively and build positive working relationships within a team and with customers.
Ability to use initiative to resolve routine problems, seeking guidance and escalating issues appropriately when required.
A customer focused approach to work, providing a responsive and professional service.
Competent ICT skills, including practical use of Microsoft Outlook, Word and Excel.
Ability to work to a high level of accuracy and attention to detail.
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Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values.
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.
- Experience
Demonstrable experience of working in a procurement/compliance environment in a public sector organisation or regulated setting.
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.
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