Executive Officer in Belfast

Primary Location: Antrim-Belfast-Forge Integrated Primary School

Contract Type: Fixed-Term (May be subject to extension or reduced for any valid reason)

Duration of Contract/Contract End Date: 31 August 2027 with possibility of extension

Status: Part-Time

Contract Options: All Year Round (E.g. 52 week contract)

Hours per Week: 14

Working Pattern: Wednesday: 8.30am-4pm, Thursday: 8.30am-4pm

Grade/Scale: Executive Officer | NJC pt 17-20 | £16.5261 - £17.3651 per hour

JOB DESCRIPTION

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:

• 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.
• Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
• Receive, receipt and account for all cash.
• Operate the telephone/switchboard, receive visitors and provide hospitality as required.
• 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.
• Assist work placement students with practical tasks and assignments within the school office (where appropriate).

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.

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.

SECTION 1 - ESSENTIAL CRITERIA:

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

SECTION 2 - ESSENTIAL CRITERIA:

• Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook.

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 (e.g. C2K SIMS).
• 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 appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background.