JOB DESCRIPTION October 2012

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1 JOB DESCRIPTION October 2012 DIRECTORATE Children s Services Head of Service area: Birth to Five Service GRADE: JOB TITLE: Support Officer (EYE) A.D. Service Area: Is this description a generic JD? Yes/No JEM Reference No: Enhanced DBS Required? Yes REPORTS TO :Lead Consultant (EYE) 1. PURPOSE OF JOB: To provide administrative support to the EYE Team, specifically relating to the delivery of the 2 Year Old Entitlement. Processing referrals and uploading data into systems for census collection and auditing purposes, running queries and verifying information. To conduct Compliance Auditing with Early Years Providers to ensure compliance with the EYE funding requirements across the county as directed by the Lead Consultant (EYE). Writing reports to support the findings of the EYE delivery in settings. To support other general administrative and clerical duties as requested, including report writing and contributing to overall running records for early years providers. 2. MAIN RESPONSIBILITIES, TASKS & DUTIES i. To process accurate data and produce reports based on that data for the 2 year old Entitlement to the Lead Consultant (EYE) ii. To conduct compliance audits with early years providers to ensure they are delivering funding within the statutory and local guidance iii. To deal with provider queries relating to the 2 Year Old Entitlement iv. Process referrals for the 2 Year Old funding in line with guidance and report concerns to Line Manager v. To provide administrative and clerical support which include general filing, word processing, postal and photocopying duties. vi. To deal with telephone enquiries, receive visitors and arrange meetings for the team and minute taking as required. vii. To be responsible for general house-keeping in the office. viii To provide cover for other members of the team as and when required and be part of the EYE Team Rota as directed. ix To give advice to providers, users and potential users of the Entitlement in relation to the parameters and criteria for funding. x To liaise with providers, external professionals and colleagues in order to coordinate funded childcare places. To establish and maintain positive

2 working relationships with service users in order to resolve any arising issues with access. xi To ensure the implementation of any new or revised procedures as directed by the Lead Consultant (EYE). xii To ensure that information received is treated confidentially and appropriately recorded. xiii To contribute generally to the efficient operations of the Birth to Five Service EYE Team including covering for colleagues in their absence when required to do so. 3. MANAGEMENT OF PEOPLE No management responsibilities SUPERVISION OF PEOPLE 4. CREATIVITY AND INNOVATION Work is largely regulated by guidelines but will require the post holder to use creative skills to resolve arising issues, for example, resolving external queries when the main contacts are unavailable, which would involve imaginative ways of securing a solution for the enquirer. Post holder will be required to use their creativity in developing communication materials and unique forms in response to government reforms/revisions. Post holder will be required to contribute to the successful delivery of the 2 Year Old Entitlement by identifying opportunities and making recommendations to the Lead Consultant (EYE). Post holder will have scope to feedback on how procedures are applied, with agreement from Line Manager. 5. CONTACTS AND RELATIONSHIPS The post holder will be in regular contact with Birth to Five Service staff. Regular telephone contact with early years providers regarding the 2 Year Old Entitlement and other funding to provide advice, resolve queries and liaise over arrangements for funded places. Contact with colleagues from other service teams (e.g. Health Visitors, Social Workers etc) when liaising re. 2 Year Old Entitlement funding and other funding placements. There is a need to act with tact, discretion and diplomacy, to work using own initiative and as part of a team. Lone working at times when auditing early years providers, travelling to early years settings and establishing sound relationships face to face. 6. DECISIONS.

3 a) Discretion The post holder is expected to use their discretion: - To prioritise work passed to them by the team leaders and other staff members. - To help decide to whom callers should be referred and to deal with callers appropriately if officers are not available. - To apply discretion and judgment within defined guidelines, in accordance with policies and procedures. Advice is often available from the team leader on any issues which cannot be readily resolved. - To work with Lead Consultant (EYE) to decide on allocations for child placements - To provide early years settings with recommendations following audit visits b) Consequences Service delivery would be compromised if effective admin support was not provided, resulting in deadlines being missed, callers or organisations not receiving the appropriate information. The work of the Group can often be politically and financially sensitive, and tact, discretion, accuracy and speed are essential in dealing with these issues. If not dealt with in an appropriate manner, it may damage the Council s reputation and budget. 7. RESOURCES The post holder is responsible to monitor and maintain up-to-date information on the databases used for funded children and materials relating to this. The post holder has a static desk, however does have a mobile phone for when lone working and conducting compliance visits. 8. WORK ENVIRONMENT a) Work Demands The post holder works in a busy office where the demands of senior team leaders and staff members can be conflicting and subject to change. Frequent interruptions from telephone calls and visitors can make concentration on extended pieces of work quite difficult. Regular set deadlines which must be adhered to. This facilitates termly data returns from providers. Timescales and project priorities will be subject to change and will require a flexible approach to working from time to time. Will also be required to conduct visits which will take the post holder out of the office at times.

4 b) Physical Demands The post holder s work will require occasional bending and lifting. Normal physical effort is carried out strictly in accordance with health and safety legislation. c) Working Conditions The post holder will work in a satellite office where work is performed in a suitable environment. May be exposed to outside circumstances due to location of office (uninvited visitors, vandalism, graffiti etc.) The post holder is required to visit early years settings throughout the county to undertake compliance audits. d) Work Context Work potentially involves some risk to personal safety arising from the local environment around office. Lone working will be required as part of the auditing process, visiting providers. 9. KNOWLEDGE AND SKILLS The post holder would be expected to have 4 GCSE Grades A-C or equivalent including English. Demonstrate competency in typing 50wpm, and practical knowledge and skills in MS Office, web and applications. Good level of literacy and numeracy skills, interpersonal skills and ability to communicate well and be able to work as part of a busy team. Good level of IT skills necessary to operate the electronic aspect of the online data collection system and to update any documentation related to the 2 Year Old Entitlement. Post holder is required to have a good level of knowledge relating to the Entitlement for 2 Year Old funding and support the processes used for carrying out activities related to this delivery. As well as a good level of knowledge relating to the Entitlement for 3&4 Year Olds to provide support where necessary. Tact and diplomacy is an essential requirement when engaging with potential providers of the Entitlement and with external colleagues over the sensitivity of referrals. Ability to work on own initiative and with flexibility, prioritising work to meet competing demands. Ability to use own judgment to progress queries and problems. Ability to write reports to a high standard which feed into other processes when considering the quality of the provision being funded by the local authority. 10. GENERAL Job Evaluation - This job description has been compiled to allow the job to be evaluated using the GLPC Job Evaluation scheme as adopted by the County Council.

5 Other Duties - The duties and responsibilities in this job description are not exhaustive. The postholder may be required to undertake other duties that may be required from time to time within the general scope of the post. Any such duties should not substantially change the general character of the post. Duties and responsibilities outside of the general scope of this grade of post will be with the consent of the postholder. Equal Opportunities - The postholder is required to carry out the duties in accordance with Council Equal Opportunities policies. Health and Safety - The postholder is required to carry out the duties in accordance with the Council Health and Safety policies and procedures. Safeguarding -. All employees need to be aware of the possible abuse of children and vulnerable adults and if you are concerned you need to follow the Lincolnshire County Council Safeguarding Policy. In addition employees working with children and vulnerable adults have a responsibility to safeguard and promote the welfare of children and vulnerable adults during the course of their work. Name: Signature: Date Job Description written by: [Manager] Job Description agreed by: [Postholder] Note: Qualifications and Experience headings are included in the Person Specification, see Using Competencies in Recruitment & Selection in the Employment Manual on George. Guidance on the completion of this JD can also be found on George or available from your Directorate HR Adviser. V10

6 Evaluate - GLPC Computerised JE Scheme Job Summary Title: Support Officer - EYE Job Details: Job Title Support Officer - EYE Identifier 4616 Director Area Service Area Children's Services Locality Section Score 330 Grade Grade 4 Factor Levels: Supervision/Management Of People 1 Dispersal Awarded No Creativity & Innovation 3 Contacts & Relationships 3 Decisions - Discretion 2 Decisions - Consequences 1 Resources 1 Work Demands 2 Physical Demands 1 Working Conditions 1 Work Context 1 Knowledge & Skill 3 Printed by: SueClark on 26/10/2015 Page 1 of 1

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