Education Authority Northern Ireland
Regional Administrative Manager - 2 posts
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JOB DESCRIPTION
Job Title: Regional Administrative Manager
Reports To: SEND Support Hub Manager
Responsible For:
- The development, management, review, and implementation of regional administrative practices and procedures for SEND Support Services Division.
- Developing appropriate standards of performance.
- Managing SEND Support Services Division administrative staff as assigned, in line with EA policy and procedures.
Functional Links
The post holder will have functional links with:
- Other services within the SEND and Youth Directorate and other sections and departments within the Education Authority.
- Department of Education (DE)
- Health and Social Services Trusts and Boards
- Schools and Colleges
- Parents
- Educational Settings
- Any other statutory and voluntary organizations
Main Duties and Responsibilities
Management
- Responsible for the development, management, implementation, and maintenance of coordinated and comprehensive administrative support to SEND Support Services Division leads as required.
- Responsible for the line management of SEND Support Services Division administrative staff in each local office base ensuring a regional coordinated approach.
- Direct, delegate, and allocate SEND Support Services Division work to the local office administrative staff, identifying training and personal development needs as required.
- Develop appropriate standards of performance for the SEND Support Services Division administrative staff and ensure they adhere to these standards.
- Assist with the induction and training in administrative processes for new and existing administrative staff.
- Review, on an ongoing basis, administrative practices and procedures and develop solutions to ensure effective regional systems are in place to support service leads as required.
- Create and maintain both written and verbal 2-way communication with all stakeholders including schools, parents, other EA and CYPS Services, external agencies, and any external partners with whom the service interfaces.
Administration
- Responsible for the regional administration of all areas of work relating to the work of the SEND Support Services Division.
- Responsible for the delivery of effective and efficient responses to enquiries from schools, parents, DE, other EA Services, and external agencies.
- Responsible for the creation and production of SEND Support Services Division regional correspondence and statistical reports as required.
- Keep abreast of legislation, DE Circulars, EA policies, and associated documentation relating to SEND Support Services Division, to ensure appropriate and accurate advice is provided to enquiries.
- Ensure the confidentiality of information and records within SEND Support Services Division in accordance with the data protection legislation and records management policy.
ICT
- Identify the need for and make modifications to the SEND Support Services Division information systems as new processes develop.
- Develop and maintain regional systems for recording and reporting from the Education Management System (EMS) for all areas relating to SEND Support Services Division.
- Have direct involvement in the planning, procurement, and implementation of electronic and web-based administrative solutions to support the business of SEND Support Services Division.
- Contribute to the future development of new ICT systems within the wider children and young people’s services in the Authority, in collaboration with other system users.
- Research, compile, analyze, and present data to service leads, as required.
- Create and maintain regional systems across the education authority offices to enable a consistent cohesive and coordinated approach.
- Manage relevant databases as appropriate to the needs of SEND Support Services Division and its areas of responsibility.
Financial
- Identify resource requirements and allocation of resources to address the needs of SEND Support Services Division.
- Control and monitor all requisitions/orders with respect to SEND Support Services Division in accordance with EA procedures.
- Responsible for the operation of purchasing procedures in line with the Authority’s policy.
- Assist with the preparation of budget profiling for the efficient use of financial resources.
- Provide the necessary administrative support to assist the nominated budget holder, where there is delegated authority.
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General
- Comply with Authority policies and procedures in relation to the duties and Responsibilities of the post.
- Undertake various other duties as deemed necessary and commensurate with the level of responsibility of the post.
The list of duties is not intended to be exhaustive or exclusive. The Authority reserves the right to update the Job Description to reflect the changing needs of the Service in consultation with the post holder.
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.
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 | Hold a HNC/HND or above examination qualification and have a minimum of three years’ experience working in an administrative role in the education sector; OR have a minimum of five years’ experience working in an administrative role in the education sector. Have a minimum of two years’ experience supervising a team of administrative staff. | Shortlisting by Application Form |
| Knowledge | Have a working knowledge of the Capita Education Management System (EMS) or a similar Management Information System. Have a working knowledge of data management systems. | Shortlisting by Application Form |
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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 |
|---|---|---|
| Knowledge | Knowledge of the requirements of a Regional Administrative Support Manager (senior executive officer). | Interview |
| Skills/Abilities | Ability to engage with a range of different departments across EA, external organizations, and other relevant agencies. Ability to record information accurately and produce written information in a clear and organized format. Ability to work under pressure, planning, and organizing work and to meet deadlines. Have effective communication skills including oral and written. Ability to effectively lead a team. Ability to work independently and with initiative. | Interview |
| Values Orientation | Evidence of how your experience and approach to work reflect EA’s ethos and values. | 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 |
|---|---|---|
| Knowledge | Have a working knowledge of financial management and profiling budgets. Have a working knowledge of the purchase ordering process. | Shortlisting by Application Form |
| 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. | 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 appointment 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
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