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
* Supervise appropriate staff including the management and allocation of duties. (Full permanent accountability for planning and coordinating the quantity and quality of work as well as managing discipline and welfare.)
* Identify and provide on‑the‑job training to appropriate staff.
* 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 relevant personnel to receive and provide information.
* Operate/oversee requisitioning procedures, ordering, purchasing, receiving, checking, storage and distribution of resources. Stock control of resources. Arrange for the maintenance of equipment.
* 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.
* Operate telephone/switchboard, receive visitors and provide hospitality as required. Provide word processing/typing, filing, duplication and photocopying support.
* Sort, screen and distribute mail. Ensure 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 secretarial service for all staff.
* Communicate with professional staff from outside agencies, keep staff, pupils and parents informed of matters relating to school activities. Service meetings and draft minutes as required.
* Assist work placement students with practical tasks and assignments within the school office where appropriate.
Other Duties
Such other duties as may be assigned within the level of the job. This description may be reviewed in light of changing circumstances. The post‑holder is expected to promote good relations, equality of opportunity and pay and due regard for equality legislation at all times.
Person Specification
* Minimum 2 years experience in an administrative role in an office environment or minimum 5 years experience plus at least 1 year of management/supervision experience and demonstrable experience in purchasing and supplies administration.
* Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
* Knowledge of executive officer requirements, general office administrative processes and records.
* Effective planning and organisational skills, ability to work under pressure to meet deadlines.
* Customer focused approach to work.
* People management and team skills, interpersonal and communication skills.
* Alignment with school values/ethos.
* Experience in a school environment (preferable).
* Experience operating school‑based computer applications/systems (e.g., C2K SIMS).
* Experience of administering finances within a school office environment.
Equal Opportunities – The Education Authority is an Equal Opportunities Employer.
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