Executive Officer

JOB DESCRIPTIONJOB TITLE:Executive OfficerREPORTS TO:School PrincipalRESPONSIBLE FOR:Up to a maximum of 5 staffJOB PURPOSETo be responsible for the organisation and management of the school office and staff andprovide administrative clerical and secretarial support to the Principal school staff andBoard of Governors.MAIN DUTIES AND RESPONSIBILITIESSupervisionSupervise 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 RecordsProvide 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 AdministrationOperate/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.FinanceReceive 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 SecretariatOperate 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 DutiesAssist 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 SPECIFICATIONNOTES TO JOB APPLICANTSYou 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.The stage in the process when the criteria will be measured is outlined in the table below.Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below using the information provided by you on your application form.Please note that the Selection Panel reserves the right toshortlist only those applicants that it believes most strongly meet thecriteria for the role.In the event of an excessive number of applications the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form how you meet any desirable criteria.SECTION 1 - ESSENTIAL CRITERIAThe following areessentialcriteria which will initially be measured at the shortlisting stage and whichmay 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.FactorEssential CriteriaMethod of AssessmentQualifications/ ExperienceHaveeither(A) or (B):(A)NVQ 3 or BTEC National (or an equivalent or higher level qualification) in Business/ Administration or FinancePLUS a minimum of two years demonstrable experience of working in an administrative role in an office environmentOR(B)Have a minimum of five years experience of working in an administrative role in an office environmentANDHave a minimum of one years demonstrable experience in the management and supervision of staffANDDemonstrable experience of purchasing and supplies administrationShortlisting by Application FormSkills / AbilitiesEvidence of proficiency in the use of computer packages to include use of Microsoft Word Excel PowerPoint and OutlookShortlisting by Application FormSECTION 2 - ESSENTIAL CRITERIAThe following areadditionalessentialcriteria which will be measured during the interview/selection stage.FactorEssential CriteriaMethod of AssessmentKnowledgeEvidence of knowledge of:The requirements of an Executive Officer.General office administrative processes and records.InterviewSkills / AbilitiesProven effective planning and organisational skills and an ability to work under pressure to meet deadlinesEvidence of a customer focused approach to workDemonstrable people management and team skills to successfully motivate and manage othersEvidence of sound interpersonal and communication skillsInterviewValues OrientationEvidence of how your experience and approach to work reflect the schools values/ethos. You will find information about the schools values/ethos on our school website: InterviewSECTION 3 - DESIRABLE CRITERIASome 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.FactorDesirable CriteriaMethod of AssessmentQualifications / ExperienceHave a minimum of one years experience of working in an administrative role within a school environmentDemonstrable 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 environmentShortlisting by Application FormDISCLOSURE OF CRIMINAL BACKGROUNDThe 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 youWILLbe 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 atNI Director theDepartment of Justice.APPLICANT GUIDANCE NOTESTo view the applicant guidance notes please clickhere.To learn about the many great benefits of joining the Education Authority click here.The Education Authority is an Equal Opportunities EmployerRequired Experience:Unclear Seniority Key Skills Databases,Intelligence Targeting,Computer Skills,Intelligence Experience,Military Experience,QuickBooks,Law Enforcement,Constant Contact,Security,Event Marketing,Economic Development,Writing Skills Employment Type : Full Time Experience: years Vacancy: 1