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 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 to shortlist only those applicants that it believes most strongly meet the criteria 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 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 third level qualification (UK Qualification and Credit Framework Level 4), or an equivalent or higher qualification in business, finance or administration PLUS have a minimum of two years’ experience working in an administrative and/or finance role OR Five years’ experience working in an administrative and/or finance role Shortlisting by Application Form Skills / Abilities Demonstrable 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 t he requirements of a Senior Executive Officer 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 Experience/ Knowledge Evidence of experience in the use of computerised financial systems Evidence of experience in using the C2K system and finance management system software Evidence of experience of working in a school or college setting Demonstrable working knowledge of the Local Management in Schools Scheme 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 EDUCATION AUTHORITY JOB DESCRIPTION POST\: Senior Executive Officer (PA to the Principal) LOCATION\: Wellington College Belfast RATE OF PAY\: NJC SCP 23-26 RESPONSIBLE TO\: The School Principal RESPONSIBLE FOR\: The line management of a number of staff falling under her/his remit including their induction, training and performance management. JOB PURPOSE: The Principal’s Personal Assistant (PA) is responsible for school management related to general administration, finance and non-teaching staff to ensure that the Principal is fully supported in all aspects of his/her work including confidential matters. The Principal’s PA should support and encourage the school’s ethos by establishing and maintaining good relationships with all students, parents/carers, colleagues, suppliers, contractors and other professionals. The main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the Principal. 1. Supervision 1.1 Supervise the General Office Staff ensuring an efficient administration service 1.2 Organise/distribute tasks coming into the Principal’s office, ensuring that it runs effectively and efficiently by keeping the main office informed. 1.3 Responsible for the quantity and quality of the work of the reprographics team and the medical room. 1.4 Oversee arrangements for the induction of all new staff as required. 1.5 Responsible for identifying training needs and the ongoing professional development for all staff within her/his areas of responsibility. 1.6 Responsible for the appraisal for all staff within her/his areas of responsibility. 1.7 Oversee the effective deployment of all staff within her/his areas of responsibility. 2. PA Role & General Administration 2.1 Provide efficient administration and secretarial assistance to Principal. 2.2 Liaise as required with Governors, staff (teaching and support), students and parents/carers on behalf of the Principal. 2.3 Open, sort and distribute the Principal’s mail including electronic mail, advise on any urgent matters and respond as required. 2.4 Oversee and be responsible for the circulation of incoming mail and outgoing post including Governors’ mailings, taking appropriate action as necessary. 2.5 Liaise with professional bodies, outside agencies, other schools and organisations etc, and attend to queries as required by the Principal. 2.6 Manage the diary and time including booking appointments, acting as the ‘gatekeeper’, receiving visitors, providing preparatory support and making travel arrangements. 2.7 Act as the point of contact in relation to any complaints received, referring matters to appropriate members of staff when required. 2.8 Oversee the maintaining and updating of information held on school systems including student and staff records, emergency contacts, data required for the completion of returns. Complete and submit returns/records as required to DENI and EA (e.g. Register of Interests, Governor training, Child Protection). 2.9 Organise meetings, conferences and events (internal and external) on behalf of the Principal, including refreshments and taking minutes as required. 2.10 Maintain a file of all school policies, advising the Principal when they are due for review and/or are due to be updated due to changes in legislation/guidance. 2.11 Maintain accurate records distributing agendas, minutes and other relevant documentation as required. 2.12 Co-ordinate the collection, entry and extraction of data required to complete statutory returns, for example FOI requests. 2.13 Assist in transferring data safely when database system(s) are introduced and/or changed. 2.14 Assist in the setting up and maintaining of archive files and historical data. 2.15 Provide administrative support to the Board of Governors. Organise BoG meetings including preparation of the Agenda, preparation of reports/data, refreshments, diary management for meetings including full board and sub-committees (Education, Finance, Selection panels). Ensure minutes of meetings are accurate and that matters agreed are implemented. 3. Personnel Management 3.1 Responsible for the recruitment process for teaching and non-teaching posts on Taleo system and associated paperwork as directed by the Principal. 3.2 Responsible for recruitment of internal promotion posts and associated paperwork as directed by the Principal. 3.3 Responsible for correspondence with candidates. Organisation of interviews (diary dates, Board of Governors Selection Panel, refreshments, candidate requirements for presentations etc) 3.4 Assist in investigations and casework, for example disciplinary, as required by the Principal. 3.5 Maintain accurate files on all teaching staff. 4. Finance 4.1 Communicate with relevant personnel in DENI/EA in relation to financial matters as required, providing required information and reports to the Principal. 4.2 Develop, maintain and operate systems to ensure teaching staff are on the correct pay scales (PRSD, Teaching Allowances, Variation of Contract etc) 4.3 Implement DENI/EA/School policies advising teaching and non-teaching staff on maternity, Flexible Working, pay issues, Career breaks 4.4 Advise on compliance with legislation and guidance, for example, DE, Data Protection, Freedom of Information Act, GDPR, School Governance. 5. Estate Management 5.1 Be responsible for the secure storage of confidential documentation. 5.2 Co-ordinate and manage high profile school events for example, charity events including supervision of staff involved, press releases, invitations etc 5.3 Allocate tasks/duties in preparation for school events, for example, Prize Day, visits to Primary Schools etc. Draft correspondence, obtain and update lists of guests, issue invitations. 6. Other Duties 6.1 Oversee the Transfer Procedure from Primary Schools\: create and manage accurate record system for SEAG including Familiarisation morning, arrangements for test days. Manage applications/contact with DENI/EA regarding applications so that Governors can consider all applications in line with admissions criteria. Manage enquiries and applications for Admissions to Years 9-12/post-16 and maintain an accurate database. 6.2 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 .