Job Reference:

JOB TITLE: Youth Service Systems Administrator

REPORTS TO: Assistant Principal Officer (Planning and Reporting)

RESPONSIBLE FOR:

Will have responsibility for a specialised area of support work within the Youth Services Strategic Services Unit.

Providing, maintaining and developing reporting systems and funding application systems using designated applications and platforms such as Microsoft365 and PowerBI. The post-holder will develop such systems to ensure the Education Authority Youth Service provides an effective quality service to stakeholders funded both internally and externally to who deliver youth work with children and young people to centrally report on the impact of delivery. In addition the post-holder will maintain and develop online application systems to facilitate voluntary organisations to apply for, be assessed and awarded grant aid assistance.

JOB PURPOSE:

• The post-holder will support the Assistant Principal Officer (Planning & Report) in managing, developing and reviewing, monitoring and reporting on Youth Service delivery and Funding Application and Assessment Systems, and gain organisational approval for applying changes and improvements.
• Develop and embed the corporate approach to youth service reporting and Funding Application systems, with an emphasis on effectiveness, improvement and compliance across the service.
• The post-holder will be required to work effectively with senior staff across Youth Services and EA to deliver on all aspects of Youth Service Reporting, Funding Application Systems, compliance and training, reporting and monitoring.
• The post-holder and will give direction in relation to Youth Service Reporting and Funding Application Systems work processes.
• Post will be responsible and accountable for service delivery in an assigned area.
• Provide support, advice and training to EA Youth Service Staff and facilitate all aspects of the Reporting and Funding Applications systems and to ensure best practice, governance and compliance.

MAIN DUTIES AND RESPONSIBILITIES:

Service Delivery

• Responsible for best practice service delivery in a designated specialist functional area or a specialised area of work.
• 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 youth service.
• Contribute to the Regional Youth Development Plan setting, reviewing, monitoring, reporting 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 the Assistant Principal Officer (Planning & Report) and Senior Management ensure that business risks are identified, documented, controlled and mitigated.

Main Activity Areas

• Funding Application Systems
• Content Related to Microsoft PowerBI
• Content Related to Microsoft Teams, SharePoint and Websites
• Systems and Training

Funding Application Systems

• Provide advice and support in the compilation, preparation and presentation of information and reports to evidence the impact of youth work, and to manage and assess funding applications for grant aid assistance
• To maintain the online application system, including applications form content, assessment content, system automations and notifications.
• To maintain and monitor users accessing the online application portal
• To support administrative and funding teams to use and access the online application portal to carry out the duties of their role
• Provide support to end users to access the system to complete and submit online applications for funding.

Content Related to Microsoft BI

• To create, develop and manage organisational and service data analytics.
• Assist with the development, implementation, monitoring and review of performance metrics and key performance indicators (KPIs) across the Youth Service and provide timely reports to EA management and Committees on same.
• Assist with the development, implementation, monitoring and review of benchmarking techniques, delivery analytics, management information, reports and dashboards to monitor KPIs, performance metrics and to display impact data; provide timely reports to EA management and Committees or external organisations as required.
• Management of the Youth Service Dashboards by providing a Service overview of delivery and live reporting.
• Work in collaboration with the Youth Service Teams to create, develop and deliver toolkits, operational best practice, governance and compliance processes, Quality Management Systems and training to be used in the reporting of youth work.

Content Related, Microsoft Teams, SharePoint and Websites

• Manage operational structure internally for Youth Services related to Microsoft Teams and SharePoint Sites
• Manage and monitor content externally for Youth Services related to Microsoft Teams, SharePoint Sites and Websites
• Maintain and monitor access for relevant persons to EA hosted Teams and SharePoint Sites.
• Provide assurances that all content is in line with EA Data Protection and Information Governance Policies.

Systems and Training

• Support the identification of new developments in information technology promoting continuous improvement of EA youth service systems; provide reports, advice and guidance on such technology developments to senior management.
• Establish and lead cross-functional teams, as required, to manage the development and implementation of new reporting and funding application system processes. Work with the Youth Service Senior Leadership Team, internal and external stakeholders to align technical requirements with the EA’s Youth Service delivery needs.
• Identify and deliver improvements to all of the systems utilised by Youth Services.
• Deliver effective expert first line technical assistance and specialist system support and training for internal users for all Youth Services IT systems; prepare and maintain user guidance documentation on all Youth Services’ systems.

Other Responsibilities

• Provide training and guidance to colleagues and assist in covering key aspects of work during periods of absence.
• Contribute to Regional Youth Development Plan and associated plans and to the review, revision and development of existing and new systems related to all aspects of youth work delivery
• Comply with the Authority’s policy on Data Protection (in particular processing sensitive personal information) is properly complied with.
• Organise, attend and participate in any relevant internal or external meetings associated with the associated systems or function areas and attend Leadership Team meetings to provide updates on areas of responsibilities and work.
• Comply with the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation. In accordance with relevant equality legislation and EA policies on diversity in the workplace the post-holder is expected to promote good relations and pay due regard to equality of opportunity in carrying out their duties.
• To deputise and undertake additional duties for the Assistant Principal Officer (Planning & Report)
• 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. 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.

Hold a HNC/HND or above examination qualification and have one year's demonstrable experience in undertaking data analytics within a business environment and the use of IT systems to develop business and analytical processes to monitor performance and capture data

OR

Have two years’ demonstrable experience in undertaking data analytics in a business environment and the use of IT systems to develop business and analytical processes to monitor performance and capture data.

Have one years’ experience of working in a regulated environment with policies, procedures, and corporate governance.

Experience of developing and implementing business systems and process improvements.

Experience of managing systems for information retrieval.

Experience of using MS Office packages, in particular, PowerBI, Word, Excel, PowerPoint and Outlook.

Shortlisting by Application Form

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.

Willingness to occasionally work outside of normal working hours.

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:

Demonstrable ability to manipulate, summarise, extract and use data from systems to understand and identify issues.

Demonstrable ability to manage complex reports for a wide range of audiences ensuring accuracy and clarity of finding.

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.

Qualification and experience in using Microsoft BI

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.