Executive Officer – Education Welfare Service

JOB TITLE

Executive Officer - Education Welfare Service

Regional Support Manager

(a) Providing administrative clerical and secretarial support to Assistant Head of Education Welfare Service for area and assigned staff on all matters relating to the organisation and work of the department and the service it provides on behalf of the EA.

(b) To manage EWS administrative staff in local office area ensuring a regional co-ordinated approach in line with EA policy and procedures.

(c) Assisting the local Assistant Head of Education Welfare Service and Regional Support Manager with collation analysis and management of information to support the service in planning and delivery of support and provision for children and young people.

The postholder will organise, manage and supervise staff within teams in the provision of administrative clerical and secretarial support to officers of the EAs Education Welfare Service and support management in all areas of the Education Welfare Service.

• 1.1 Supervise staff including the allocation of tasks, checking output quality and quantity of work, rotation and reallocation of duties or workload.
• 1.2 Ensure that new staff as assigned are trained in all procedures and practice within the team/department and are kept updated in line with developments with respect to the MRI Education system for the Education Welfare Service.
• 1.3 Co-ordinate team members to ensure cover for each team during periods of absence, leave etc.
• 1.4 Ensure staff are appraised in line with the EAs Staff Performance Management Procedures and assist in compiling a staff development plan for the team in accordance with the EAs Staff Development Policy to maximise the potential of staff.

• 2.1 Provide administrative clerical and secretarial support to officers of the EAs Education Welfare Service in dealing with correspondence, minute taking etc.
• 2.2 Develop, maintain and operate manual and computerised information systems to support the EWS including MRI Education in order to provide appropriate statutory returns.
• 2.3 Arrange meetings, appointments, attendance at conferences and general co-ordination of diaries, calendar and tasks lists for officers within the Education Welfare Service as required.
• 2.4 Manage and review data including contributing to quality assurance processes to improve data quality for the service and co-ordinating data responses as required by Regional Support Manager and Assistant Head of Education Welfare Service.
• 2.5 Word process correspondence, reports, court papers, agendas and minutes and design leaflets, booklets, presentations etc using a variety of software packages.

• 3.1 Act as Personal Assistant to Assistant Head of Education Welfare Service in area and provide a confidential and sensitive secretarial service to a team of Education Welfare staff which includes drafting correspondence, screening mail and telephone calls, receiving visitors, providing statistical returns and maintaining diaries for officers.
• 3.2 Create and design databases, spreadsheets, forms, presentations, leaflets, booklets etc for the Education Welfare Service using a variety of software packages.
• 3.3 Prepare and distribute correspondence for staff meetings.
• 3.4 Arrange attendance for EWS staff at relevant courses as directed by the Assistant Head of Education Welfare Service and maintain a staff development record for all Education Welfare staff.
• 3.5 Deal with queries and provide general advice and guidance to colleagues, other Departments, parents, school staff, professional staff and outside agencies and engage in follow up action where appropriate.
• 3.6 Arrange meetings as required and taking and drafting minutes.
• 3.7 Manage, monitor and advise officers on budget areas within the Education Welfare budget including project/initiatives.
• 3.8 Ensure a confidential service is provided to officers when dealing with information of a sensitive nature.
• 3.9 Assist in the establishment of policies, procedures and guidelines to ensure that the quality of administrative support delivered within teams is maintained at a consistently high level.
• 3.10 Ensure that individual administrative assistance carried out by the team to officers is of the highest quality standard.
• 3.11 Complete timesheets on Oracle for EWS staff in area.

• 4.1 Receive receipt and account for all purchases and payments.
• 4.2 Prepare and process requisitions, invoices/vouchers for Assistant Head of Education Welfare Services approval and payment.

• 5.1 Provide ICT administration, voicemail, filing and photocopying in support of administrative processes including the use of E-mail, intranet and internet facilities.
• 5.2 Research, collate and prepare information in order to brief officers prior to meetings.
• 5.3 Sort, screen and distribute all mail.
• 5.4 Maintain and update…