Education Authority Northern Ireland
Senior Finance Support Officer
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JOB DESCRIPTION
REPORTS TO:
Schools Operations & Finance SAO
RESPONSIBLE FOR:
The Schools Senior Finance Support Officer will support the Schools Operations & Finance teams in providing a high quality and comprehensive service, including assisting with schools financial planning, monitoring expenditure, grant payments and implementation of the Common Funding Scheme. They will support operational functional activities including oversight of schools’ budget and financial management, including uploading templates and journals as required.
The Schools Senior Finance Support Officer will assist in communication within and across the Directorate and establish effective working partnerships with relevant stakeholders and service user groups. The post holder should be able to cover all functions at this level as and when required.
Supervision of 1 to 5 dispersed staff.
JOB PURPOSE
The overall purpose of the role is to support the Schools Operations & Finance SAO in providing a high quality and comprehensive Schools Operations & Finance service. As a key member of this team, the post holder will contribute to service delivery that is focused on fostering and driving continuous improvement through supporting operational processes.
In acting as the support officer for the Schools Operations & Finance service, the post-holder is required to contribute to all schools operations and finance issues to ensure that the Directorate operational plans support the overall strategic direction of the Authority and the achievement of its objectives in line with its vision, mission and values.
MAIN DUTIES AND RESPONSIBILITIES
Service Specific
- Support the development of school reporting to improve monitoring and accountability for Principals and Governors.
- Support the development and implementation of a programme of training for schools.
- Transactional support across all schools and services including processing and supporting the system recording for NISTR, sickness, maternity leave, income, expenditure as appropriate.
- Support for budget allocation and payments processing where appropriate.
- Compliance with and provision of guidance on the implementation of the Common Funding Scheme and awareness of public sector reporting requirements and compliance.
- Ensure compliance of processes to applicable standards and best practice, including compliance with the Chart of Accounts, and providing guidance on coding structures for schools expenditure.
- Liaise with support staff in other services as required.
- Support the development, review and maintenance of suitable financial policies and processes in line with the post, and contribute to development and maintenance of processes for EA and schools.
- Responding to queries and providing assistance and advice within the team and to other internal/external stakeholders on schools finance issues.
- Support financial planning and approval processes across schools, including monthly monitoring of teaching costs and expenditure, liaising across teams as required, to ensure compliance with schools financial guidance.
- Support the validation of school census data, and investigate anomalies as required.
- To analyse, investigate, and resolve any queries or discrepancies raised by the Functional Lead and advise on options for any necessary remedial action and their associated impact.
- To support the evaluation and review of existing procedures and recommend changes to achieve continuous improvement.
- Support responses to internal and external audit queries, and the review and implementation of audit recommendations regarding policies and processes as required.
Management and Staff Development
- Supervision of 1 – 5 dispersed staff.
- To work closely with the Schools operations & Finance teams to provide the function with appropriate support.
- Ensure efficient and effective internal communication with staff in the function.
- To support the continuous improvement of the function to ensure delivery against performance targets, and to ensure that best value for money is achieved.
- Represent the Function/Service/Directorate on working groups or meetings as appropriate.
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Developing Partnerships
- Work collaboratively with colleagues across the Directorate, and in other Directorates as required, ensuring effective liaison with relevant stakeholders and other EA officers across the directorates in relation to service user requirements.
- To support the Schools Operations & Finance teams and other senior finance staff in benchmarking services and lead/manage and monitor change.
- Support the responses to external queries and correspondence on relevant issues and provide relevant reports or other information as required.
Other duties
- Comply with the Authority’s policy on Data Protection (in particular processing sensitive personal information).
- To undertake any other duties commensurate with the grade and scope of the position as directed by the line manager.
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
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 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 two years’ demonstrable experience of working in a finance/administrative role; OR Have five years’ demonstrable experience of working in a finance/administrative role. AND Demonstrable experience of inputting and updating databases. Demonstrable experience updating, manipulating and analysing spreadsheets to produce financial management information and reports. Demonstrable experience of prioritising workload to meet regular strict deadlines. Experience in the use of Information Technology systems for example Microsoft Office Suite, MS SharePoint and Oracle Financial Systems. | Shortlisting by Application Form |
| Knowledge | Sound knowledge of finance processes and in particular those relating to budgeting and financial planning. | 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 |
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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 |
|---|---|---|
| Skills/Abilities | In line with EA’s Game Changing People Model we will look for evidence of: Good organisational skills and ability to plan, prioritise and manage a busy workload to deliver effective results on time. Flexibility to meet changing demands as required. Ability to communicate and work effectively with others as part of a team. Ability to use own initiative to solve problems and respond to others. Ability to take a responsive and customer focused approach to work. Ability to work to a high level of accuracy and attention to detail. A high level of IT literacy using a range of Microsoft Office applications including Outlook, Excel, Word, and Powerpoint. | 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 | Experience in the operation of the Oracle integrated financial management information system. Experience in a finance environment. | Shortlisting by Application Form |
| Skills/Abilities | Ability to plan, manage and implement change. | 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. This reflects 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
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