Executive Officer

JOB DESCRIPTION

JOB TITLE:

Executive Officer

REPORTS TO:

School Principal

RESPONSIBLE FOR:

Up to a maximum of 5 staff

JOB PURPOSE

• To be responsible for the organisation and management of the school office and staff and
• provide administrative, clerical and secretarial support to the Principal, school staff and
• Board of Governors.

MAIN DUTIES AND RESPONSIBILITIES

Supervision

• Supervise appropriate staff including the management and allocation of duties. (Supervision is defined as having full permanent accountability for planning and co-ordinating the quantity and quality of work as well as managing issues relating to discipline and welfare.)
• Identify and provide on-the-job training to appropriate staff.

General Administrative Processes and Records

• Provide administrative, clerical and secretarial support for school staff and Board of Governors.
• Develop, maintain and operate manual and/or computerised information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
• Complete and submit all returns/records as required.
• Contact relevant personnel to receive and provide information.

Purchasing and Supplies Administration

Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources. Stock control of resources. Arrange for the maintenance of equipment in association with other school and Board staff.

Finance

Receive, receipt and account for all cash. Bank monies and maintain banking records. Communicate with relevant personnel and provide assistance in relation to financial procedures.

Reception, Secretarial and Secretariat

Operate the telephone/switchboard, receive visitors and provide hospitality as required. Provide word processing/typing, filing, duplication and photocopying in support of administrative processes, including the use of E-mail, intranet and internet facilities, where appropriate. Sort, screen and distribute all mail. Ensure the secure storage of valuable items and confidential documentation. Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions. Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school. Communicate regularly with external agencies to exchange information. Keep staff, pupils and parents informed of school activities. Service meetings and draft minutes as required.

Other Duties

Assist work placement students with practical tasks and assignments within the school office (where appropriate). Perform other duties as assigned within the job level. This description is subject to review and may include similar duties to adapt to changing circumstances.

In accordance with Section 75 of the Northern Ireland Act (1998), promote good relations, equality of opportunity, and adhere to equality legislation at all times.

For terms and conditions, click here .

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

SECTION 1 – ESSENTIAL CRITERIA

Qualifications/Experience: Either (A) or (B):

• (A) NVQ 3 or BTEC National in Business/Administration or Finance + 2 years\’ experience in an administrative role.
• (B) 5 years\’ experience in an administrative role + 1 year’s staff management experience.

Skills/Abilities:

• Experience with purchasing and supplies administration.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook.

SECTION 2 – ESSENTIAL CRITERIA

Knowledge of:

• The requirements of an Executive Officer.
• Administrative processes and records.

Skills/Abilities:

• Planning, organisational skills, ability to work under pressure.
• Customer-focused approach.
• People management and team motivation skills.
• Interpersonal and communication skills.

VALUES ORIENTATION

Show how your experience reflects the school’s values/ethos. Refer to the school website for details.

SECTION 3 – DESIRABLE CRITERIA

Additional experience in:

• School environment administration.
• School-based computer systems (e.g., SIMS).
• Financial administration in a school setting.

Application form assessment applies.

DISCLOSURE OF CRIMINAL BACKGROUND

Enhanced Disclosure required for roles involving ‘regulated activity’. Costs are borne by the applicant. Further info at NI Direct or Department of Justice.

APPLICANT GUIDANCE NOTES

View here . Learn about benefits here .

The Education Authority is an Equal Opportunities Employer

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