PERSON SPECIFICATION
| NOTES TO JOB APPLICANTS |
|
1. 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. 2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise. 3. The stage in the process when the criteria will be measured is outlined in the table below. 4. 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. 5. 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. 6. 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 five GCSE’s (Grades A* – C) or equivalent or higher and have a minimum of one year’s experience of working in an administrative role in an office environment to include the practical use of computers; OR Have three years’ experience of working in an administrative role in an office environment to include the practical use of computers. Have experience in the use of Microsoft suite (to include Excel, Word and Outlook). |
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.
| Factor | Essential Criteria | Method of Assessment |
| Knowledge |
Evidence of knowledge of: The requirements of a Clerical Officer. General office administrative processes and records. Knowledge of the importance of confidentiality. |
Interview |
| Skills/ Abilities |
In line with EA’s Game Changing People Model we will look for evidence of: Proven effective time management and organisational skills. Evidence of a customer focused approach to work. Ability to work effectively as a team member and also independently. Evidence of sound interpersonal and communication skills. |
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 of using a computerised requisitioning system. |
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.
To learn about the many great benefits of joining the Education Authority, click here
The Education Authority is an Equal Opportunities Employer.
JOB DESCRIPTION
RESPONSIBLE TO: Executive Officer
Job Purpose:
To provide administrative and clerical support to the professional staff of the EA Youth Service
Administration
- To deal with enquiries both by telephone and in person from the general public and other interested bodies.
- The performance of general office duties including typing, word processing, filing, post, general computer monitoring and operation/maintenance of all other office equipment.
- To process requisitions/orders with respect to the North & East Belfast Youth Area Team and associated programme requirements in accordance with EA Procedures and follow up checks on delivery dockets and invoices.
- Liaison with other EA Sections on matters relating to the operation of the Centre, ie., Accounts, Maintenance, Human Resources.
- Maintenance and responsibility of membership files.
- Maintenance and responsibility of Inventory records.
- To service meetings.
Finance
- Receipt, reconciliation and lodgement of monies with respect to and associated programmes such as residentials and special activities.
- Responsibility for postage records.
- To ensure the payment of all Youth and associated programmes accounts in conjunction with the Senior Youth Worker.
- To monitor and process usage of photocopying, telephone and postage.
- To process salary claims for authorisation by the Senior Youth Worker and Senior Youth Officer
- To compile basic statistical and/or financial information.
- To order materials for the unit in accordance with EA Financial Procedures.
- To check and receipt goods & services in line with EA financial procedures
- To maintain records of expenditure and databases
General
- To undertake such other duties at a similar level of responsibility as may be assigned to ensure the efficient running of the unit.
- To assist other officers within the unit with a wide range of clerical/administrative or secretarial tasks
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.
