Youth Service Operations Team Support Officer

Job Description

REPORTS TO: Youth Service Development and Planning Manager

RESPONSIBLE FOR: Will have responsibility for a specialised area of support work within the Youth Service Operations team.

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.

Job Purpose

• The post-holder will be required to provide advice, guidance and support to Youth Service and EA managers across a number of functional areas in accordance with relevant polices and legislative requirements.
• The post-holder and will give direction in relation to policy implementation and system management rather than direct youth work processes.
• The post-holder will have discretion to make decisions within policy guidelines on contentious or complex matters associated with service delivery.
• Monitor budgets and approve expenditure within delegated limits.
• Provide support and advice to line Youth Service staff ensuring that operational matters and functions are effectively and consistently dealt with.
• Support work to build capability of staff in operational matters to support youth work practice and delivery.

Main Duties And Responsibilities

Service Delivery

• Responsible for best practice service delivery within the Youth Operations team.
• Assist with the review and revision of systems and work processes as required in consultation with senior staff. Contribute to the delivery of projects and continuous improvement of the service.
• Contribute to the Business Plan setting, reviewing, and/or identifying performance measures and targets for the effective and efficient delivery of service.
• Provide accurate and timely management reporting information as required.
• In conjunction with line management ensure that business risks are identified, documented, controlled and mitigated.

Main Activity Areas

·         Estate Management

·         Fleet Management

• Youth Service Operations Team
• Youth Service Business Unit

Estate Management

·         Responsible for providing a professional support service on the maintenance and development of the Youth Service estate.

• Assist with the co-ordination of capital projects, including tracking project timelines, budgets and post-project evaluations.
• Liaising with contractors, suppliers and external partners to ensure smooth project completion.
• Support and report on Youth Service maintenance requests.
• Co-ordinate and report on hire Youth Service estate.

Fleet Management

• Responsible for providing a professional support service on the maintenance and development of the Youth Service fleet.
• Assist with the co-ordination of Youth Service fleet safety checks.
• Maintain and manage driver records for Youth Service staff ensuring compliance.

Youth Service Operations Team

• Assist with the consistent interpretation and application of Education Authority policies, statutory regulations and non-statutory guidance in all Youth Service operational matters.
• The post holder will be required to solve problems within a designated area and provide a significant level of specialist support and advice involving operational issues which may require qualifications and/or experience in a professional or technical discipline.
• Guide managers on current legislation and best practice including identifying creative and practical solutions to overcome issues.
• Support and advise managers and staff on Educational Visit processes.
• Act independently to make decisions on the basis of established practice and precedent and the application of specialist knowledge and skills while liaising on/escalating contentious/complex issues as appropriate.
• Collate, analyse and interpret information, for example, estate and fleet, Youth Service structures and other metrics, which will involve partnership working with other EA services and schools and voluntary partners.
• Attend meetings as required by Operations Adviser/Team Lead to establish key legacy requirements, themes or issues emerging that require attention within the remit of the Youth Service Operations Team.
• Undertake research into relevant topics as determined by the Operations Adviser/Team Lead.
• Support consultation and engagement with external partners and participate in the management/staff engagement and consultation structures and systems as required.
• Review and challenge the application of existing Youth Service policies and practices and participate in relevant training and implementation activity as required, to ensure awareness, understanding and compliance.
• Contribute to the continuous improvement of the quality and value of the Operations Team.

Youth Service Business Unit

• Support for Youth Service Business Unit Manger relating to business planning and development, financial planning, procurement, risk management, information governance and estate and fleet management.
• Assist with development of KPI’s/metrics/ scorecard for Youth Service and regular reporting against these measures.

Other Responsibilities

• Provide training and guidance to colleagues and assist in covering key aspects of work during periods of absence.
• Contribute to Youth Service and Corporate Strategy and associated plans and to the review, revision and development of existing and new policies and procedures related to area of work.
• Comply with the Education Authority’s policy on Data Protection, in particular processing sensitive personal information, and ensure this is properly complied with.
• Comply with the Education Authority’s Equal Opportunities Policy, relevant Codes of Employment and    Practice and other relevant legislation.
• Undertake other related duties within the grade and competence of the post-holder as required.
• The post holder may also be required to work outside normal office hours on occasions.

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

1. 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. 2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. 3. The stage in the process when the criteria will be measured is outlined in the table below.
4. 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. 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. 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.

Hold a HNC/HND or above examination qualification and have three years’ experience working in an Education or Youth Service setting;

Or

have five years’ experience working in an Education or Youth Service setting.

Demonstrate experience of the setting up and use of Management Information Systems or effective data systems.

Demonstrate experience of working with estate or fleet management/information.

Shortlisting by Application Form

Willingness to occasionally work outside of normal working hours.

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.

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.

Flexibility to meet changing demands as required and to prioritise and delegate as required.

Ability to communicate and work effectively with others as part of a team and to develop and maintain good working relationships at a range of levels.

Ability to use own initiative and judgement to solve problems and respond to others.

Ability to take a responsive and customer focused approach to work.

Ability to lead, manage and motivate others through change and in challenging circumstances.

Interview

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.

Experience in the supervision of staff.

Hold a further relevant qualification or a professional qualification in human resources.

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.