JOB DESCRIPTION

JOB TITLE: Bursar – Administrative Officer

REPORTS TO: Principal

JOB PURPOSE

To be responsible for all matters of school management relating to Finance, Building, Equipment, Non-Teaching Staff and General Administration.

MAIN DUTIES AND RESPONSIBILITIES

The Bursar will work closely with the Principal and Vice-Principal/s and will participate in formal planning, decision making, implementation and monitoring.

Finance

In keeping with the EA scheme for LMS the Bursar will develop and monitor financial administrative structures within the school. This will include:

• Preparing estimates of annual expenditure, drawing up the annual budget plan, having it thoroughly analysed and presented to Principal and Governors. The annual budget shall be determined and notified to the EA by the appropriate date.
• Monitoring and controlling all finances within the school
• Preparing financial and other reports, in connection with the administration of the school’s budget, including regular updating for all budget holders
• Calculating and allocating department budgets for resources and reprographics
• Preparing Salary Review Letters for Teaching Staff
• Monitoring and controlling all school based accounts to ensure that proper records are kept, and that proper procedures are followed
• Ensuring all purchasing and requisition procedures are adhered to
• Being responsible for purchasing all capital items, furniture and fittings
• Acting as Secretary to the Finance Committee
• Overseeing and monitoring the collection of school fees
• Overseeing petty cash and banking procedures
• Checking and reconciling the EA monthly budget and expenditure report and advising the Principal of any issues that arise

Administration

The Bursar will be Office Manager and will be responsible for providing an efficient and effective administrative support structure for the school. This will involve responsibility for the work of secretarial, clerical, ancillary, auxiliary, cleaning and security staff. This will include:

• Monitoring the attendance of all members of non-teaching staff and implementing the EA’s managing attendance at work policy
• Approving the appointment of replacements for absent staff in liaison with supervisors, and interviewing and vetting applicants
• Monitoring the work of all ancillary and auxiliary staff and taking action where appropriate
• Approving the salary returns for all ancillary and auxiliary staffs
• Undertaking all arrangements associated with the appointment of non- teaching staff
• Organising and overseeing the arrangements for enrolment of students including dealing with enquiries, admissions, registration and maintenance of student records
• Maintaining personnel records for all teaching and non-teaching staff

Building, Plant and Equipment

The Bursar will be responsible for the maintenance of all buildings, plant and equipment to the required standard, in liaison with Contracts Manager, BESs, and Interserve. This will include:

• Liaising with the EA’s Maintenance Department
• Organising and overseeing maintenance work carried out under the LMS budget
• Keeping records of all work done
• Ensuring that all plant and equipment are properly maintained and proper records maintained
• Ensuring that the general security of the school site is of appropriate standards at all times
• Liaising with all external bodies using the school premises to ensure that proper arrangements and insurance are in place
• Ensuring that effective Health & Safety measures are in operation
• Establishing and operating a booking system for the school minibus, and maintaining log books for same
• Ensuring that school minibuses are properly maintained, that insurance, PSV and tax are kept up to date and that minibuses are securely garaged
• Booking buses for school use when school minibuses are not appropriate or available
• Establishing and maintaining a capital inventory of school equipment
• Organising the Letting of Premises to external bodies ie Club applications, schedule, insurance cover, issue of invoices and receipt payment

External Agencies

The Bursar will be required to maintain effective liaison with external agencies including DENI, CCMS and the EA.

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.

To view the summary of terms and conditions for this post, click here.

PERSON SPECIFICATION

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.

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

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.

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