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
Finance:
* 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:
* 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:
* 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.
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
Essential Criteria: Hold a third level qualification in Business Studies, Finance or Accountancy (Regulated Qualifications Framework Level 6), or an equivalent or higher qualification. OR Have a minimum of 5 years' experience working in an administration/IT role within a post-primary school.
Experience: A minimum of 5 years’ experience of managing the C2K system; A minimum of 5 years’ experience of managing staff and other resources.
Knowledge: Demonstrable evidence of a working knowledge of computerised systems.
Skills / Abilities: Evidence of proficiency in the use of Microsoft Word, Excel, PowerPoint and Outlook.
SECTION 2 - ESSENTIAL CRITERIA (Interview)
Knowledge: Evidence of a working knowledge of the principles and methods of financial management.
Skills / Abilities: Demonstrable effective people management skills to successfully motivate and manage a team. Excellent interpersonal and communication skills. Effective planning and organisational skills and an ability to work under pressure to meet deadlines. Proven effective problem solving and decision making skills. Evidence of an ability to build effective working relationships with internal and external stakeholders.
Values Orientation: Evidence of how your experience and approach to work reflect the School’s Values/ethos.
SECTION 3 - DESIRABLE CRITERIA
Desirable Criteria: Evidence of experience working with other agencies; Evidence of experience managing the introduction of new systems.
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 appointment to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. 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.
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
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