JOB DESCRIPTION
JOB TITLE: Executive Officer
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. (Supervision is defined as having full permanent accountability for planning and co-ordinating the quantity and quality of work as well as managing issues relating to discipline and welfare.)
- 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 word processing in support of administrative processes, including the use of E-mail, intranet and internet facilities, where appropriate.
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 e.g. medical personnel, social services agency personnel etc.
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. 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
| NOTES TO JOB APPLICANTS |
|
| SECTION 1 – ESSENTIAL CRITERIA |
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.
| Factor | Essential Criteria | Method of Assessment | ||||
| Qualifications/ Experience |
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 |
|||||
|
Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook |
Shortlisting by Application Form |
| SECTION 2 – ESSENTIAL CRITERIA |
The following are additional essential criteria which will be measured during the interview/selection stage.
| Factor | Essential Criteria | Method of Assessment |
| Knowledge |
Evidence of knowledge of:
|
Interview |
| 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 |
Interview |
|
Values Orientation |
Evidence of how your experience and approach to work reflect the school’s values/ethos. You will find information about the school’s values/ethos on our school website |
Interview |
| SECTION 3 – DESIRABLE CRITERIA |
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.
| Factor | Desirable Criteria | Method of Assessment |
| Qualifications / Experience |
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 (eg C2K SIMS) Demonstrable experience of the administration of finances within a school office environment
|
Shortlisting by Application Form |
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
