Executive Officer/PA to Principal

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.
  • 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.
  • 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 to receive/provide information.
  • 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.
  • Such other duties as may be assigned within the level of the job.

FLEXIBLE WORKING OPTIONS AVAILABLE

• OPTION 1: You are required to be on duty during school term plus two additional weeks.
• OPTION 2: You are required to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence.
• OPTION 3: To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.

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

SECTION 1 - ESSENTIAL CRITERIA

• 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 AND Have a minimum of one year’s demonstrable experience in the management and supervision of staff AND 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

• 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.

SECTION 3 - DESIRABLE CRITERIA

• 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.
• Demonstrable experience of the administration of finances within a school office environment.

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 appointment to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

The Education Authority is an Equal Opportunities Employer.