Executive Officer/PA to Principal in Belfast

Overview

JOB DESCRIPTION

REPORTS TO: School Principal

RESPONSIBLE FOR: Up to a maximum of 5 staff

Responsibilities

• 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.
• Supervise appropriate staff including the management and allocation of duties.
• Identify and provide on the job training to appropriate staff.
• 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 with relevant personnel to receive and provide information.
• 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.
• Receive, receipt and account for all cash; bank monies and maintain banking records; assist in relation to financial procedures.
• Operate the telephone/switchboard, receive visitors and provide hospitality as required; provide word processing/typing, filing, duplication and photocopying in support of administrative processes; sort, screen and distribute mail; ensure secure storage of valuable items and confidential documentation.
• Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes for school functions; maintain diaries, arrange appointments, meetings and provide a secretarial service for staff; communicate with professional staff from outside agencies to receive/provide information; keep staff, pupils and parents informed of school activities; service meetings and draft minutes.
• Assist work placement students with practical tasks and assignments within the school office; perform other duties as assigned within the level of the job.

FLEXIBLE WORKING OPTIONS AVAILABLE

• OPTION 1: On duty during school term plus two additional weeks (timing at Principal’s discretion).
• OPTION 2: On duty for contracted weekly hours during school closures (excluding annual leave); duties may be provided by the school or other suitable duties/training provided by the Authority.
• OPTION 3: Like Option 2 with a further option to request unpaid leave during extended holidays/closures; role subject to review with flexible guidelines; other duties may be assigned.

Person Specification

NOTES TO JOB APPLICANTS

• You must clearly demonstrate on your application form under each question how, and to what extent you meet the required criteria, as failure to do so may result in not being shortlisted.
• You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
• The stage in the process when criteria will be measured is outlined in the table below.
• Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using information provided on the application form.
• The Selection Panel reserves the right to shortlist only those applicants who most strongly meet the criteria for the role.
• In the event of an excessive number of applications, the Selection Panel may apply desirable criteria at shortlisting, in which case these will be applied in the order listed.
• Demonstrate clearly how you meet any desirable criteria on the application form.

Section 1 - Essential Criteria

• Have either (A) or (B): A: NVQ 3 or BTEC National (or equivalent/higher) in Business/Administration or Finance; plus a minimum of two years’ administrative office experience; OR B: minimum of five years’ administrative office experience.
• AND one year’s demonstrable experience in management/supervision of staff and purchasing and supplies administration.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.

Section 2 - Essential Criteria (Interview)

• Evidence of knowledge of: The requirements of an Executive Officer; General office administrative processes and records.
• Planning and organisational skills; ability to work under pressure; customer-focused approach; people management and team skills; interpersonal and communication skills.
• How experience and approach reflect school values/ethos.

Section 3 - Desirable Criteria

• Some or all criteria may be applied. Demonstrate on the application how you meet desirable criteria; risk of not being shortlisted.
• Desirable criteria include: experience in school administration software (e.g., SIMS); school finance administration.

Disclosures

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 undertaken, and you will meet the cost.

Further information: NI Direct or Department of Justice.

Applicant Guidance

To view applicant guidance notes and benefits of joining the Education Authority, see provided links. The Education Authority is an Equal Opportunities Employer.