Executive Officer

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

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

• 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 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 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 in order 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 (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.

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.

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.
• 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.
• Evidence of knowledge of the requirements of an Executive Officer and general office administrative processes and records.
• 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.

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. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate.