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JOB DESCRIPTION

REPORTS TO: Head of Service, Pupil Emotional Health & Wellbeing

RESPONSIBLE FOR:

• Assisting with the contract management of the Holistic Options for Promoting REsilience (HOPE) Independent School Counselling and Therapy Service
• Coordination and management of Critical Incidents as part of the Education Authority, Critical Incident Response Team (EA CIRT)

JOB PURPOSE

The Holistic Options for Promoting REsilience (HOPE), Independent School Counselling and Therapy Service is available to all post primary aged pupils attending grant-aided post primary schools, EOTAS provisions and special schools. The Education Authority (EA) is responsible for ensuring that the HOPE providers comply with the contract requirements and the service meets the specified standards. It is also responsible for the operational management and ongoing development of the HOPE service.

Working as part of a team the Assistant Advisory Officer will assist with the management of the EA HOPE contract and contribute to the EA CIRT coordination.

MAIN DUTIES AND RESPONSIBILITIES

HOPE CONTRACT MANAGEMENT/CRITICAL INCIDENTS

1. Responsibility for assisting with the management of the EA HOPE contract and act as a single point of contact for HOPE Providers, Special Schools, Post Primary Schools and EOTAS provisions;

2. Attend Contract Review Meetings to monitor the contract implementation;

3. Manage payment processes to ensure that payment deadlines are met, and providers meet the requirements of invoicing in a timely manner;

4. Assist with the preparation, interpretation and summarising of all data received from providers as is relevant to the fulfilment of contractual obligations for providers and EA’s agreements with DE;

5. Contribute to the evaluation of HOPE providers using experience and judgement in relation to quality, fitness for purpose and value for money;

6. Interpret, clarify, assess and make recommendations on, any issues arising out of the EA HOPE contract to ensure that all parties involved have a clear understanding of any resulting actions;

7. Implement EA policies and procedures as they apply and provide relevant reports on counselling and therapy provider performance as required;

8. Facilitate EA HOPE meetings with school Key Contacts to monitor the contract implementation as required;

9. Provide advice to Principals, and other end users relating to EA HOPE service;

10. Assist with the management of issues that may arise between schools and providers in relation to the provision of the counselling and therapy service;

11. Assist with the management of an effective information system relevant to the EA HOPE for DE reporting mechanisms;

12. Engage with professional counselling bodies and organisations as appropriate;

13. Liaison with EA procurement as required in relation to aspects of the contract;

14. Provide immediate critical incident management advice, guidance and support for schools and youth services following a critical incident;

15. Responsibility for the timely co-ordination and management (advice, guidance, support and resources) of critical incident responses in schools and youth settings as required;

16. Deploy the Education Authority, Critical Incident Response Team (EA CIRT) members when a critical incident occurs to ensure high quality support is provided to educational settings at all times;

17. Actively participate in the monitoring/responding to the EA CIRT Helpline during office hours and out of hours on a rota basis. A financial allowance will be provided for out of hours work.

SERVICE DEVELOPMENT AND QUALITY ASSURANCE

1. Gather and analyse information and data as part of the EA HOPE for presentation to DE and EA Corporate Leadership Team;

2. Provide statistical data and reports to permit the completion of statistical returns to DE and EA as appropriate;

3. Write reports and keep up to date records;

4. Develop resources as required to enhance the promotion and understanding of the service for schools and service users;

5. Assist in the review and formulation of policies and procedures and make recommendations as to how the service may be more efficient and effective;

6. Facilitate reporting protocols that are required by the Head of Service in compliance with EA and DE requirements;

7. Ensure effective development and administration of data management systems to improve performance and reporting;

8. Attend meetings as requested by the Head of Service;

9. Contribute to the arrangements for monitoring, evaluating and reporting for the purpose of planning and data management;

10. Produce and store all documents required in an electronic format;

11. Design, create and update spreadsheets, databases, and word documents to a high standard of presentation and accuracy;

12. Carry out the duties of any other staff member when they are absent or as directed by the Head of Service.

13. Develop and deliver presentations and professional development training appropriate to the areas of responsibility.

14. Build and maintain effective, professional, and respectful stakeholder relationships.

15. Develop and maintain clear lines of communication and effective working partnerships with relevant internal and external stakeholders.

SUPERVISION OF STAFF

1. Be responsible for the supervision of staff as required;

2. Plan and allocate duties to staff and ensure that the tasks delegated are carried out efficiently;

3. Provide training or induction as required and contribute to the development of a positive team ethos;

4. Assist the Head of Service with design, implementation, and periodic evaluation of structures within the service to ensure that management structures and practices support a culture of effective team working, continuous improvement and innovation;

5. Apply resources effectively and proportionately across 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.