Executive Officer - Management Information Systems & Time Tabler

Primary Location: Antrim-Antrim-Parkhall Integrated College

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

Duration of Contract/Contract End Date: 31st July 2027

Status: Full-Time

Contract Options: Flexible working arrangements available during school holidays

Hours per Week: 36 hours

Working Pattern: Monday to Friday 8.30am to 4.30pm

Grade/Scale: Executive Officer | NJC pt 17-20 | £31,022 - £32,597 per annum

EDUCATION AUTHORITY POST TITLE/GRADE: Executive Officer – Management Information Systems (MIS) & Timetable

LOCATION: Parkhall Integrated College

RESPONSIBLE TO: The Principal through the designated line manager

RESPONSIBLE FOR: Maximum of five staff

JOB PURPOSE: To be responsible for the strategic development of the school timetable and to maintain and ensure the efficient running of the school’s MIS on a day-to-day basis in consultation with SLT. To be responsible for the organisation and management of staff and to 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.

• To produce and maintain the school timetable in liaison with the Principal and the Senior Leader: Curriculum.
• To continually enhance and develop the college’s MIS.
• To support the production of statistical returns, e.g., college census.
• Liaise with the Senior Leader: Curriculum to design and implement the timetable.
• Annual production of the whole school timetable.
• Maintenance of the current timetable including class lists.
• Maintain an overview of MIS system modules and how they interact.
• Install MIS system and other software upgrades.
• Liaison with C2K, ICT Technician and other service providers, where required.
• Support the administration of the options processes.

• 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 Education Authority staff.

• 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.

• 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.

• 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.

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) or (B):

• (A) NVQ 3 or BTEC National (or an equivalent or higher level qualification) 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

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)

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.