Overview
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. (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.
* School Timetable and MIS duties:
o To produce and maintain the school timetable in liaison with the Principal and the Senior Leader: Curriculum.
o To continually enhance and develop the college’s MIS.
o To support the production of statistical returns, e.g., college census.
o Liaise with the Senior Leader: Curriculum to design and implement the timetable.
o Annual production of the whole school timetable.
o Maintenance of the current timetable including class lists.
o Maintain an overview of MIS system modules and how they interact.
o Install MIS system and other software upgrades.
o Liaison with C2K, ICT Technician and other service providers, where required.
o Support the administration of the options processes.
* General Administrative Processes and Records:
o Provide administrative, clerical and secretarial support for school staff and Board of Governors.
o 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.
o Complete and submit all returns/records as required.
o Contact with relevant personnel to receive and provide information.
* Purchasing and Supplies Administration:
o Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
o Stock control of resources.
o Arrange for the maintenance of equipment in association with other school and Education Authority staff.
* Finance:
o Receive, receipt and account for all cash.
o Bank monies and maintain banking records.
o Communicate with relevant personnel and provide assistance in relation to financial procedures.
* Reception, Secretarial and Secretariat:
o Operate the telephone/switchboard, receive visitors and provide hospitality as required.
o Provide word processing/typing, filing, duplication and photocopying in support of administrative processes, including the use of E-mail, intranet and Internet facilities, where appropriate.
o Sort, screen and distribute all mail.
o Ensure the secure storage of valuable items and confidential documentation.
o Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.
o Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school.
o Communicate on a regular basis with professional staff from outside agencies in order to receive/provide information (e.g. medical personnel, social services).
o Keep staff, pupils and parents informed of matters relating to school activities.
o Service meetings and draft minutes as required.
* Other Duties:
o Assist work placement students with practical tasks and assignments within the school office (where appropriate).
o 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.
* 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 to shortlist only those applicants that it believes most strongly meet the criteria for the role.
Section 1 - Essential Criteria
The following are essential criteria which will be measured at the shortlisting stage and may be explored during the interview/selection stage. You should clearly demonstrate on your application form how you meet these criteria.
* Qualifications/Experience
Have either (A) or (B):
* 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 five years’ experience of working in an administrative role in an office environment
* Minimum of one year’s demonstrable experience in the management and supervision of staff
* Skills / Abilities: Evidence of proficiency in the use of computer packages, to include Microsoft Word, Excel, PowerPoint and Outlook
Section 2 - Essential Criteria (Interview)
* The requirements of an Executive Officer.
* General office administrative processes and records.
* Skills/Abilities: Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines; customer-focused approach; demonstrable people management and team skills; sound interpersonal and communication skills.
* Values Orientation: Evidence of how your experience and approach to work reflect the school’s values/ethos.
Section 3 - Desirable Criteria
* One year’s experience of working in an administrative role within a school environment.
* Experience operating school-based computer applications/systems (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’. If recommended for appointment to a post that involves regulated activity, an Enhanced Disclosure of Criminal Background will be required. You may be required to meet the cost of the Enhanced Disclosure Certificate. Further information can be accessed at NI Direct or the Department of Justice.
Applicant Guidance
To view the applicant guidance notes, please click here. To learn about the benefits of joining the Education Authority, click here.
The Education Authority is an Equal Opportunities Employer
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