Board Support Manager Candidate Information Pack

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1 Board Support Manager Candidate Information Pack 1

2 Contents Page Section 1 Background 3 Section 2 Job Description 4 Section 3 Person Specification 7 Section 4 Terms and Conditions of Appointment 9 Section 5 Recruitment and Selection Process 10 Section 6 Equal Opportunities 12 2

3 Section 1 - Background The NI Executive agreed to the creation of the Education Authority (EA) to replace the five existing Education and Library Boards (ELBS) and their Staff Commission. The EA has been established by statute as a Non-Departmental Public Body of the Department of Education which, from 1 April 2015, assumed the responsibilities of the existing ELBS and Staff Commission including employer responsibilities. Duties and Responsibilities of the Education Authority The EA is responsible under the legislation for ensuring that efficient and effective primary and secondary education and educational services are available to meet the needs of children and young people and for ensuring the provision of efficient and effective youth services. EA s duties and responsibilities include to: Provide a wide range of functions for the funding and delivery of local education and youth services; Ensure that there are sufficient schools providing primary and post-primary education to meet the needs of all the people in NI; Provide all the finance for controlled schools (i.e. grant-aided schools under the direct control and management of EA); Equip, maintain and meet other running costs of maintained schools (i.e. grant-aided schools which are not under the direct control and management of EA); Provide milk and meals, free books, and free transport for eligible pupils; Enforce school attendance; Provide a curriculum advisory and support service to all schools in NI; and Secure the provision of youth service facilities. EA also has responsibility for student support services which come under the control of the Department for Employment and Learning (DEL) and has responsibility for processing student support applications and financial assessment for students who normally live in Northern Ireland undertaking higher education courses. It does not, however, have any responsibility for the public library service as that previous function of the ELBs transferred in 2009 to Libraries NI, a Non Departmental Public Body which reports to the Department of Culture, Arts and Leisure. Chief Executive s Office The Chief Executive s Office has responsibility for a range of areas including Board and subcommittee support, communication, Assembly Questions, Freedom of Information and Data Protection issues. For the transition period, the CEO s office will also include a change unit which will plan and oversee the process of transition to the EA. There is currently a requirement for a Board Support Manager to develop and manage the function responsible for supporting all aspects of the work of the Board and its subcommittees. 3

4 Section 2 - Job Description Job Title: Responsible to: Board Support Manager Chief Executive Responsible for: The post-holder will report directly to the Chief Executive and will be required to work effectively with the Chairperson, Board Members and Senior Management team. Through the management of a professional and effective support function, the post-holder will be responsible for managing the schedule of Board and Committee meetings and for coordinating activity to ensure that the Board are provided with high quality papers and reports. The post-holder will interface with the Senior Management Team (SMT) to ensure that senior staff meet Board reporting timetables and that papers and reports are accurate and of high quality. The post-holder will identify and plan the on-going resource requirements for the Board Support function and manage and develop staff within this team. Main Duties and Responsibilities: The Board Support Manager will be responsible for: Developing and managing an efficient and effective Board Support function which will: - Provide secretarial support for all Board and sub-committee meetings; - Take responsibility for all arrangements and follow-up actions from Board and subcommittee meetings; - Plan and support wider activities related to the work of the Board and its subcommittees, for example training and events. Developing and co-ordinating all Board reporting activity to ensure that the Board is provided with effective high quality reports, as determined by the Board and the CEO - for example in relation to corporate performance management, risk, assurance and quality. Supporting the Chief Executive and the SMT in all aspects of their work relating to the Board and its sub-committees. Providing secretarial support to the Board, its sub-committees and the SMT. The duties arising from this responsibility will include: - Drawing up agendas in consultation with the Chief Executive and Senior Officers and agreeing with the Board/Committee Chairs; - Preparation and timing of Chairperson s notes; 4

5 - Attendance at meetings, taking notes, preparing draft minutes and action sheets; and - Following up on actions and provision of status reports in advance of future meetings. Ensuring that all administrative duties are carried out to the required standard within the Board Support function, to include: - Preparation and dissemination of agendas and papers to the required standard and set deadlines; - Updating the Board Register of Interests as required; - Distribution of schedule of meetings and deadlines to SMT, Board and Committee members (and reminders issued as appropriate); - Ensuring that all housekeeping arrangements are made to the required standard; - Maintaining and updating personal information for Board and Committee members; and - Maintaining Board s Gift Register. Planning and drawing up the schedule of meetings for the Board and its sub committees and in consultation with the Chief Executive, Chairperson of the Board and Chairpersons of the sub committees. Ensuring that the schedule is distributed to all Board and committee members and the SMT as appropriate. Developing processes and systems which make use of the latest technology, e.g. Sharepoint, to ensure effective and efficient management, storage and publication of Board and committee documents. Managing contacts and communications for and on behalf of Board members. Managing the provision of a confidential service for members of the Board for any matters of Board business. Managing the organisation of Board conferences, residentials, evening events and other activities as directed by the Chief Executive. Providing direct support to the Chairperson as required. Supporting the Chief Executive with any strategic planning activity which relates to the work of the Chairperson and the Board. Identifying and planning resource requirements for the Board Support Function. Participating in HR and recruitment processes to ensure appropriate staff are in place within the function. 5

6 Line management of the staff within the Board Support function. Managing, planning and co-ordinating all arrangements including venues for conferences, residential meetings and stakeholder events as directed by the Chief Executive, ensuring value for money. Ensuring the proper and adequate implementation of the Board s policies and procedures within the area of responsibility. Responding to Assembly Questions and Freedom of Information requests related to the work of the Board. Maintaining complete confidentiality with regard to all aspects of the Board s business. Ensuring that the budget allocated to the Board Support function is managed effectively and in accordance with the budgetary control processes and value for money. In addition to the above, the post-holder will, in accordance with Section 75 of the Northern Ireland Act (1998), be expected to promote Good Relations, Equality of Opportunity and pay due regard for Equality Legislation at all times. This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. EA reserves the right, in consultation with the post-holder, to amend the job description to meet the changing needs of the organisation. 6

7 Section 3 - Person Specification Eligibility Criteria: Applications are invited from current employees of the Education Authority who can demonstrate that they meet the essential criteria for the post. The post-holder must have access to a form of transport to meet the requirements of the post. Essential Criteria: Candidates must, at the closing date for applications, be able to demonstrate on their application form that they meet the following essential criteria: 1. A 3 rd level qualification AND a minimum of 2 years experience of managing a high quality administrative support function, working regularly and directly at SMT, Board or Commission level. OR A minimum of 5 years experience of managing a high quality administrative support function, working regularly and directly at SMT, Board or Commission level. AND 2. A minimum of 1 years experience of managing a team. 3. Demonstrable experience of the co-ordination of senior level corporate meetings including the compilation of agendas and the production of comprehensive and accurate minutes to set deadlines. 4. A high level of IT literacy using a range of Microsoft Office applications 5. A high level of written and oral communication skills including accuracy and attention to detail. 6. Proven ability to work with initiative and to prioritise and organise a complex and busy workload for yourself and others. 7. Proven ability to gather information from a variety of sources, analyse and interpret the information. 8. Proven ability to build constructive and collaborative working relationships at a senior level. 7

8 9. Knowledge of the issues and challenges associated with the provision of a high quality secretarial function to a Board or Commission including the need for political sensitivity. 10. Knowledge of the current and anticipated challenges facing the Education Authority. Desirable Criteria If it is necessary to further shortlist those candidates who meet the essential criteria, the following desirable criteria will be applied in the order listed: 1. Knowledge of software applications and databases used for the management of documents, e.g. Sharepoint, with knowledge of records management standards and techniques. 2. Proven experience in the management of budgets. 8

9 Section 4 - Terms and Conditions of Appointment Grade and Salary NJC Assistant Principal Officer Points 42 to 45 Salary 35,784 to 38,422 (under review) Hours: This is a full-time post. Normal hours of working are 36 per week. Work may occasionally be required outside of standard working hours as related to the duties of the role, for example attendance at a Board meeting or event. Length of Contract: This role is offered as a permanent post in the Education Authority. Location: The post-holder will be co-located with the Chairperson in the Greater Belfast area, initially at Forestview, Purdy's Lane, Belfast. There may be scope for alternative arrangements to be agreed for a maximum of 50% of the working week, subject to business needs. The post-holder will also be required to travel across the EA, as related to the duties of the role, for example to attend meetings and support the work of the Board. 9

10 Section 5 - Recruitment and Selection Process Submission of Completed Applications: Completed application forms must be submitted to the Chief Executive s Recruitment Unit by 2pm on Wednesday 10 th June. Completed applications can be ed to Applications can also be submitted by post or hand delivery to: Recruitment Unit Education Authority Forestview Purdy s Lane Belfast BT8 7AR. It is the applicant s responsibility to ensure that the form is received by the closing date. Late applications will not be accepted unless there are extenuating circumstances. Applications must bear the correct amount of postage as any shortfall may lead to a delay in delivery and the closing date may be missed. Candidates are reminded that the application form must be fully completed. Incomplete application forms will not be considered. Faxed applications will not be accepted. CVs, letters or any other supplementary material will not be accepted in place of, or in addition to, completed application forms. Additional information received after the closing date will not be considered. It is therefore essential that applicants indicate on their application form how and to what extent their qualifications, skills and experience are relevant to the selection criteria outlined. Please do not attempt to reformat the application form. Any candidates who are experiencing difficulties completing their application form because of a disability or who have any queries regarding the recruitment process should contact the Recruitment Unit via or by telephone on or

11 Selection Process 1. Initial Screening All applications received by the closing date will initially be screened by the Recruitment Unit to check they have been properly completed. Any applications which have not been properly completed will be deemed invalid. 2. Eligibility Check All valid applications will be checked by the Recruitment Unit to ensure that they meet the eligibility requirements for the role. 3. Shortlisting The selection panel will meet to review the completed application forms in relation to the essential criteria. In the event of an excessive number of applicants, EA reserves the right to apply the desirable criteria in the order specified. It may not be necessary to use any or all of the desirable criteria. 4. Interview Shortlisted candidates will be invited to attend for interview and assessment. Further details will be provided with the invitation to interview. Anticipated dates for the selection process are as follows: Closing Date: 2pm on Wednesday 10 th June 2015 Shortlisting: Friday 12 th June 2015 Interview: Friday 19 th June

12 Section 6 - Equal Opportunities The Education Authority as an employer is fully committed to the promotion of equality of opportunity in employment to all, irrespective of sex, marital status, pregnancy or maternity leave, civil partnership status, sexual orientation, gender reassignment, religious belief, political opinion, race, disability, age and trade union membership or non-membership. 12

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