Executive Officer in Carrickfergus

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 with 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 word processing 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 on a regular basis with professional staff from outside agencies in order to receive/provide information e.g. medical personnel, social services agency personnel etc. Keep staff, pupils and parents informed of matters relating to 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). Such other duties as may be assigned within the level of the job.

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.

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 you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant. 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 the 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 the information provided by you on your application form. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form how you meet any desirable criteria.

SECTION 1 - ESSENTIAL CRITERIA

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

• Qualifications/Experience
  • Have either (A) or (B): (A) NVQ 3 or BTEC National (or an equivalent or higher level qualification) in Business/Administration or Finance PLUS a minimum of two years’ demonstrable experience of working in an administrative role in an office environment OR (B) Have a minimum of five years’ experience of working in an administrative role in an office environment. Demonstrable experience of purchasing and supplies administration.
• Skills / Abilities
  • Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.

SECTION 2 - ESSENTIAL CRITERIA

The following are additional essential criteria which will be measured during the interview/selection stage.

• Knowledge
  • Evidence of knowledge of: The requirements of an Executive Officer. General office administrative processes and records.
• Skills / Abilities
  • Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines. Evidence of a customer focused approach to work. Demonstrable people management and team skills to successfully motivate and manage others. Evidence of sound interpersonal and communication skills.
• Values Orientation
  • Evidence of how your experience and approach to work reflect the school’s values/ethos. You will find information about the school’s values/ethos on our school website.

SECTION 3 - DESIRABLE CRITERIA

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

• Qualifications / Experience
  • Have a minimum of one year’s experience of working in an administrative role within a school environment. Demonstrable experience of operating schools-based computer applications/systems within a school setting (e.g. C2K SIMS). Demonstrable experience of the administration of finances within a school office environment. Knowledge of the Alternative Curriculum.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage. Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here. To learn about the many great benefits of joining the Education Authority, click here. The Education Authority is an Equal Opportunities Employer.