REPORTS TO: Claims and Insurance Manager

RESPONSIBLE FOR: Provision of administrative support in respect of claims made against the Education Authority, commercial insurance claims, debt recovery and records management. Dealing with queries from a range of stakeholders.

JOB PURPOSE:

• Administrative duties associated with the defence of claims brought against the Authority.
• Administrative duties in relation to insurance matters including commercial insurance.
• Administrative duties in respect of debt recovery and third party recoupment.
• Deputise for the Senior Executive Officer.

MAIN DUTIES AND RESPONSIBILITIES:

SELF-INSURANCE

• Provide administrative support for the defence of public and employers liability claims brought against the Authority, in both the maintained and controlled sector. This includes arranging the investigation and in the absence of the Senior Executive Officer or during busy periods to carry out in the investigation and compile the relevant report, and prepare memos for approval from Chief Executive.
• Provide advice to other Education Authority departments, Principals, CCMS, Libraries NI, school trustees in respect of the self-insurance arrangements for public and employers liability risks in relation to the maintained and controlled sector and Libraries NI.
• In accordance with the Service Level Agreement between the Education Authority and Libraries NI, complete the administrative duties associated with the investigation of liability claims to include billing Libraries NI for works completed.
• Assist the Senior Executive Officer in the management and reporting to the Finance Department/other relevant departments in respect of costs associated with the defence of employee and public liability claims on a quarterly basis.
• Represent the Authority, Maintained Sector and Libraries NI at court on a wide range of diverse and complex issues and direct as appropriate in the absence of the Senior Executive Officer, or during busy periods.
• Carry out administrative duties associated with the implementation and updating the computer system for liability claims.
• Arrange and attend in the absence of the Senior Executive Officer liability consultations with witnesses, Solicitors firm and appointed Counsel.

RECOVERY OF DEBTS

• Manage and maintain an efficient computer system and the administration for the recovery of debts and collate data for each debtor.
• To process small claims and overpayments of wages owed to the Authority for recovery; preparing written correspondence to debtor to recover monies and advising on possible repayment plans. Use of own initiative is required to collect further information on the debtor when applicable.
• To monitor repayments of debts and update finance department as required.
• To prepare and process appropriate documentation for claims to Small Claims Court and the Enforcement of Judgements Office.
• Under the guidance of the Senior Executive Officer appointing and instructing the Education Authority Solicitors in the recovery of debts outside the remit of the Small Claims Court.
• Following Education Authority Guidance in reporting losses to Finance Department in the cases where recoupment is not possible, to ensure Finance Department can maintain accurate annual loss accounts.

PROPERTY/MATERIAL DAMAGE

• To process property/material damage claims relating to incidents on fire/special perils, burglarly and vandalism from schools and other Education Authority properties.
• To advise Principals and Managers of Education Authority establishments on the procedures to follow after an incident and to obtain further details on the circumstances following the incident.
• To collate reports and financial costs on the damages to buildings and on replacing or repairing same.
• In reference to controlled properties with no insurance cover for damage, proceed to recoup the costs from the third parties involved where applicable, proceed with Small Claims application.
• To collate and process documentation on property/material damage claims for maintained schools to appoint Insurance Broker; including financial costs and ensuring that correct payments are received for settlements.
• Advise Finance Department of any uninsured losses for inclusion in the Education Authority’s annual accounts.

RECORDS MANAGEMENT

• To assist with the co-ordination of records management and security within the Claims and Insurance Unit.
• Keep an up-to-date register on all documents retained in storage.
• Maintain the records management database to include new records/closure/disposal while keeping in line with Education Authority policies.
• Arranging the destruction of records due to the sensitive nature of the records held and in line with Education Authority policies.

THIRD PARTY CLAIMS

• Manage the administrative functions in relation to the request for information, to include ascertaining if the information sought can be released, and the relevant approval has been sought.
• Collate information from other departments to provide the details necessary to compile the information requested.
• Carry out administrative duties associated with the implementation and updating the computer system for third party claims.
• On receipt of correct recoupment, provide the relevant finance information so the payment can be processed accordingly.

QUERIES

• Answering telephone queries from Principals, Solicitors, school staff and members of the public. These can be of a complex and highly sensitive nature and may require further assistance from other departments within the Authority.
• Answering queries from Principals, other education establishments in relation to indemnity agreements. Advising schools and members of other organisations regarding student placement, and how to compile the relevant paperwork.
• Promote and advise on school property management and insurance related issues, in relation to community use of schools, in line with Department of Education Northern Ireland Framework.

GENERAL

• To provide typing/administrative duties for the section.
• To adhere to the Clear Desk Policy to ensure compliance with Data Protection Act/GDPR.
• To provide the relevant letter of insurance when required, to include schools visits and entertainment licensing requirements.
• To deal with insurance queries from Education Authority Officers and Principals.
• To ensure confidentiality of legal and insurance matters both verbal and written.
• To main sufficient supplies of office stationery and order supplies from the new finance system as required.
• To raise payments for various costs associated with the works completed within the Claims and Insurance Unit.
• To deal with any other related duties appropriate to the grade as may be requested by the Senior Executive Officer.

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.