Bursar - Administration Officer in Belfast

JOB PURPOSE
To be responsible for all matters of school management relating to Finance, Building, Equipment, Non-Teaching Staff and General Administration.

Main Duties and Responsibilities

The Bursar will work closely with the Principal and Vice-Principal(s) and will participate in formal planning, decision making, implementation and monitoring.

Finance

• Develop and monitor financial administrative structures within the school in keeping with the EA scheme for LMS.
• Preparing estimates of annual expenditure, drawing up the annual budget plan, having it thoroughly analysed and presented to Principal and Governors.
• Monitoring and controlling all finances within the school.
• Preparing financial and other reports in connection with the administration of the school’s budget, including regular updating for all budget holders.
• Calculating and allocating department budgets for resources and reprographics.
• Preparing Salary Review Letters for Teaching Staff.
• Monitoring and controlling all school-based accounts to ensure proper records and procedures are followed.
• Ensuring all purchasing and requisition procedures are adhered to.
• Being responsible for purchasing all capital items, furniture and fittings.
• Acting as Secretary to the Finance Committee.
• Overseeing and monitoring the collection of school fees.
• Overseeing petty cash and banking procedures.
• Checking and reconciling the EA monthly budget and expenditure report and advising the Principal of any issues that arise.

Administration

• Act as Office Manager and provide an efficient administrative support structure for the school, including responsibility for secretarial, clerical, ancillary, auxiliary, cleaning and security staff.
• Monitoring attendance of non-teaching staff and implementing the EA’s managing attendance at work policy.
• Approving replacements for absent staff in liaison with supervisors and interviewing/vetting applicants.
• Monitoring the work of ancillary and auxiliary staff and taking action where appropriate.
• Approving salary returns for all ancillary and auxiliary staff.
• Arranging appointments of non-teaching staff.
• Organising enrolment activities for students, including enquiries, admissions, registration and maintenance of student records.
• Maintaining personnel records for all teaching and non-teaching staff.

Building, Plant and Equipment

• Responsible for maintenance of buildings, plant and equipment to the required standard in liaison with Contracts Manager, BESs and Interserve.
• Liaising with the EA’s Maintenance Department.
• Organising and overseeing maintenance work carried out under the LMS budget and keeping records of all work done.
• Ensuring that plant and equipment are properly maintained with proper records kept.
• Ensuring the general security of the school site at all times.
• Liaising with external bodies using the school premises to ensure proper arrangements and insurance.
• Ensuring Health & Safety measures are in operation.
• Establishing and operating a booking system for the school minibus and maintaining log books.
• Ensuring minibuses are properly maintained, with insurance, PSV and tax up to date, and securely garaged.
• Booking buses for school use when minibuses are not appropriate or available.
• Establishing and maintaining a capital inventory of school equipment.
• Organising the letting of premises to external bodies (e.g., club applications), including schedule, insurance cover, issue of invoices and receipt payment.

External Agencies

The Bursar will maintain effective liaison with external agencies including DENI, CCMS and the EA. This job description may be reviewed in light of changing circumstances and is intended to provide guidelines. Other duties of a similar nature 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.

PERSON SPECIFICATION

SECTION 1 - ESSENTIAL CRITERIA

• Hold HNC/HND Level 5 or equivalent, or higher qualification in Business Studies, Finance or Accountancy (RQF Level 5).
• A minimum of 3 years’ experience in a finance and administration role; demonstrable experience of preparing financial accounts; a minimum of 2 years’ experience of managing staff and resources.
• Working knowledge of computerised accounting systems, LMS and financial systems/protocols used in schools.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.

SECTION 2 - ADDITIONAL ESSENTIAL CRITERIA

• Working knowledge of the principles and methods of book-keeping.
• Effective people management skills to motivate and manage a team.
• Excellent interpersonal and communication skills.
• Effective planning and organisational skills, able to work under pressure to meet deadlines.
• Proven problem solving and decision making skills.
• Ability to build effective working relationships with internal and external stakeholders.
• Evidence of how your experience and approach reflect the Schools’ Values/ethos.

SECTION 3 - DESIRABLE CRITERIA

• Demonstrable experience of producing budgetary estimates.
• Experience of working with other agencies.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines regulated activity. If appointed to a post involving regulated activity, an Enhanced Disclosure of Criminal Background will be required. You will be asked to meet the cost of this certificate at the pre-employment stage.

APPLICANT GUIDANCE NOTES