JOB DESCRIPTION
REPORTS TO: C2k Locality Lead
RESPONSIBLE FOR: The post holder is responsible for the management, design and delivery of a range of training, advisory and support services to schools in order that they can make effective use of the Resource modules of the Management Information System.
JOB PURPOSE
The post holder is responsible for the management, design and delivery of a range of training, advisory and support services to schools in order that they can make effective use of the Resource modules of the Management Information System including the Financial Management System, Fees, Pegasus Payroll Software, the Personnel module and the Equipment Register module, along with other relevant aspects of their Management Information Systems, especially in the many areas where linkage to financial reports can enhance the data available to senior managers in schools and thus improve decision-making.
This is achieved through the post holder’s contribution to the development of an overall implementation and post implementation strategy and the provision of training, school based support and Service Desk facilities for this suite of software. The post holder is also required to assist with the general support for other core and administrative software modules. Furthermore, the post holder is required to supervise aspects of the work of other staff.
As C2k operates on a province wide basis applicants should note that they may be required to support the work of the Project in more than one Education Authority area.
MAIN DUTIES AND RESPONSIBILITIES
To promote the effective use of the Management Information System in schools the officer will be required to:
SCHOOL SUPPORT
1. Manage and design an effective implementation strategy, in respect of the Resource Modules of school management information systems, ensuring that the diverse needs of Controlled, Maintained, Voluntary Grammar and Grant-Maintained Integrated Schools in the Primary, Post-primary and Special sectors are best met within both cash accounting and accruals accounting environments.
2. Provide high quality advice, consultancy, guidance, Service Desk and on-site support to schools, across all EA and the Voluntary Grammar and Grant- Maintained sectors, in the establishment of computerised systems for:-
- Financial and Management Accounting
- Budget Planning and Control
- Personnel Management (Salary Projections to facilitate the establishment of accurate salary commitment information to be used by the Principal for budgetary control and budget planning purposes.)
- Purchase Order and Commitment Accounting
- Accounts Payable
- General Ledger Management
- Reconciliation of accounts
- Accounts Receivable (VG)
- Student Billing/Fees Management (VG)
- Payroll Management (VG/GMI)
- Inventory Management
- Electronic Data Interchange to achieve inter-operability between systems ensuring that transactions can take place securely
- BACS, e-Business solutions
3. Manage, design and develop effective training systems, courses and other presentation materials suitable for Principals, Senior Teaching Staff, Bursars, Accountants and Administrative Staff in the resource elements of the Management Information System in schools.
4. Design and maintain an effective process for the identification of the training needs of schools in the Resources elements of the Management Information System.
5. Organise and deliver high quality training to Principals, Vice-Principals, Senior Teaching Staff, Bursars, Accountants and School Administrative Staff.
6. Design and make presentations and overviews for EA Senior Finance Staff, Boards of Governors, and other appropriate external agencies.
7. Provide advice and guidance to School Managers that enable them to realise the opportunities afforded by enhanced capabilities in the Resource Modules to support strategic financial planning.
8. Provide first line expert advice and guidance on the set-up and customisation of the Resources Modules in the different accounting environments in EA, Voluntary Grammar, Grant-Maintained Integrated and Special schools.
9. Promote good practice by senior school managers in the use of the resource modules and support effective management accounting within the organisation by drawing attention to any apparently uneconomic or unsatisfactory practice or policy.
10. Provide advice and guidance as appropriate to schools on security and internal control procedures relevant to different financial environments.
11. Provide ongoing advice and support to schools in the reconciliation and verification of financial information between internal and external systems. Confirm the integrity and reliability of that and other data provided to school managers and external bodies to support effective decision-making.
12. Advise and support VG/GMI schools on the development and adaptation of financial information to enable them to fulfil their external reporting obligations to DE, and other external bodies.
13. Prioritise tasks in a rapidly changing environment with due consideration to work in progress, Service Desk calls, on-site support requests, data faults, software upgrades and delivery of training courses.
14. Carry out investigations, as appropriate, in conjunction with senior EA and DE staff on confidential, contentious and sensitive issues.
SYSTEM DEVELOPMENT
15. Contribute to the development of the Resources Modules through system improvements and the testing of new software and upgrades.
16. Develop system documentation and participate in cross-project meetings to facilitate the development of project-wide guidelines;
17. Develop appropriate mechanisms to ensure quality assurance of pilot implementations of new/enhanced software in schools. Consult regularly with participating pilot schools and monitor the implementation to ensure that any issues are reported to the C2k Central Support Team.
18. Consult with schools and educational bodies to establish future development needs, ensuring that changes and enhancements meet schools, legislative, and DE/EA regulatory requirements.
19. Appreciate the benefits and opportunities offered by new and enhanced systems and the possible impact this may have on schools and other agencies in the education service.
20. Represent the Support Team at cross-project groups. Report to the Locality Manager on future developments/enhancements and possible implications on Support Team planning and staffing resources.
21. Provide progress reports and updates to Locality Manager as required.
22. Provide advice and guidance to Support Teams in the application of EA financial procedures.
23. Set up and maintain an inventory system for managing Support team equipment as required.
24. Prepare and present monthly financial reports to Locality Manager as required.
SUPERVISORY RESPONSIBILITY
25. Supervise up to 4 Senior Executive Officers operating out of a variety of locations, as required.
CONTACTS
26. Establish extensive contacts with school staff, including Principals, Senior Managers, Bursars and Administrative Staff. Provide expert advice, guidance and consultancy regarding financial management issues to staff with varying degrees of financial expertise.
27. Build and sustain good relationships within EA, DE, internal and external agencies to ensure that schools are provided with an excellent quality responsive support service.
28. Retain a professional working relationship with other team members, other implementation teams and the central support team.
GENERAL
29. Undertake any other duties, which may, from time to time, be required by the Service.
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.
To learn about the many great benefits of joining the Education Authority, click here.
PERSON SPECIFICATION
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 a third level qualification in a finance related subject and have three years’ demonstrable experience of financial management and accounting procedures;
OR
Have five years’ demonstrable experience of financial management and accounting procedures.
Demonstrable experience of finance management and account procedure used in schools.
Shortlisting by Application Form
Knowledge
Demonstrable knowledge of C2k services to schools.
Demonstrable knowledge of the core and resources aspects of schools’ Management Information Systems.
Shortlisting by Application Form
Skills / Abilities
A high level of ICT competency through use of a range of software including financial applications.
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.
Factor
Essential Criteria
Method of Assessment
Knowledge
Knowledge of schools financial reporting obligations to DE, and other external bodies.
Knowledge of appropriate security and internal control procedures relevant to different school financial environments.
Experience
Demonstrable experience in providing advice and guidance to school managers in the use of resource modules to support strategic financial planning.
Skills / Abilities
In line with EA’s Game Changing People Model we will look for evidence of:
A high level of interpersonal skills.
Ability to communicate and effectively to build working relationships within a team.
Excellent ICT skills.
Good organisational skills and ability to organise a busy workload to deliver effective results on time.
Flexibility to meet changing demands and to prioritise and delegate as required.
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.
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.
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
Demonstrable experience of financial management and accounting procedures used in Voluntary Grammar and/or Grant- Maintained sectors.
Demonstrable experience of training and support in an educational setting.
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 on www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks or www.justice-ni.gov.uk/articles/about-accessni
