Personal Assistant to Director of Digital Technology Services Full Time NEW

JOB TITLE: Personal Assistant to Director

REPORTS TO: Director – Digital Technology Services Division

Job Purpose

Responsible for the provision of diverse, confidential administrative support to the Director.

The post-holder will also be required to work flexibly and collaboratively with other administrative staff within the office, for example in order to provide cover for periods of annual leave or to support the effective management of peaks and troughs in workload.

Main Duties And Responsibilities

• Providing a high quality, confidential administrative support service across a diverse range of areas.
• Diary management including organising and prioritising diary commitments.
• Organising meetings, including collating papers, briefing delegates, greeting and escorting visitors and making cost-effective travel arrangements.
• Minute taking as required.
• Answering and vetting all incoming calls, whenever possible responding to callers directly by providing information or redirecting to an appropriate member of staff.
• Logging, prioritising and tracking all correspondence from arrival – drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating the Director and bringing important issues and target dates to his/her attention.
• Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports. Circulating documents on the Director’s behalf. Collating inputs from various sources into a co-ordinated response.
• Using sources such as the intranet/internet, Hansard or press articles to research information.
• Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance.
• Supporting the Director in managing his/her relationships with education and business partners at a senior level.
• 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

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.

Experience

FactorEssential CriteriaMethod of AssessmentQualifications/

Qualifications

Have a minimum of five GCSE passes (grades A* – C) or equivalent or higher examination qualifications and have a minimum of two years’ experience in a paid capacity providing administrative support which must include the following:

• Using Microsoft Word for compiling letters and reports
• Drafting correspondence
• Diary management
• Preparation and dissemination of papers for meetings
• Maintaining records

OR

have a minimum of five years’ experience in a paid capacity providing administrative support which must include the following:

• Using Microsoft Word for compiling letters and reports
• Drafting correspondence
• Diary management
• Preparation and dissemination of papers for meetings
• Maintaining records

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

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.

FactorEssential CriteriaMethod of AssessmentKnowledge

Knowledge of the functions of the Education Authority

Knowledge of EA policies and procedures

Interview

Skills/

Abilities

In line with EA’s Game Changing People Model we will look for evidence of:

Good organisational skills and ability to organise a busy workload to deliver effective results on time

Flexible and adaptable approach to work

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 work to a high level of accuracy and attention to detail

Excellent ICT skills

Ability to research, digest, analyse and present information clearly

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.

FactorDesirable CriteriaMethod of AssessmentExperience

Demonstrable experience in a paid capacity of minute taking at meetings

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.

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The Education Authority is an Equal Opportunities Employer.