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
Supervision
* Supervise appropriate staff, including the management and allocation of duties, full accountability for planning and co‑ordinating the quantity and quality of work, and management of issues relating to discipline and welfare.
* Identify and provide on‑the‑job training for staff.
General Administrative Processes and Records
* Provide administrative, clerical and secretarial support for staff and Board of Governors.
* Develop, maintain and operate manual and/or computerised information systems relating to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport and similar.
* Complete and submit all required returns/records.
* Contact relevant personnel to receive and provide information.
Purchasing and Supplies Administration
* Operate and oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage and distribution of resources.
* Maintain stock control and arrange maintenance of equipment in conjunction with other staff.
Finance
* Receive, record and account for all cash and bank monies, maintain banking records.
* Communicate with relevant personnel and provide assistance in relation to financial procedures.
Reception, Secretarial and Secretariat
* Operate the telephone/switchboard, receive visitors and provide hospitality as required.
* Provide word processing, typing, filing, duplication and photocopying support.
* Sort, screen and distribute all mail, ensure secure storage of valuable items and confidential documentation.
* Draft correspondence, maintain guest lists, issue invitations and prepare tickets and programmes for school functions.
* Maintain diaries, arrange appointments and meetings, and provide secretarial services to all staff.
* Communicate regularly with professional staff from outside agencies and keep staff, pupils and parents informed of matters relating to school activities.
* Prepare minutes of service meetings as required.
Other Duties
* Assist work‑placement students with practical tasks and assignments within the office where appropriate.
* Perform other duties assigned within the level of the job and in accordance with the need for a flexible and supportive environment.
* Promote good relations, equality of opportunity and pay in accordance with equality legislation.
Qualifications and Experience
Essential Criteria
* NVQ3 or BTEC National (or equivalent) in Business/Administration or Finance plus at least two years experience in an administrative office role.
* OR five years experience in an administrative office role, plus at least one year experience in staff management and supervision, and demonstrable experience of purchasing and supplies administration.
* Proficient use of Microsoft Word, Excel, PowerPoint and Outlook.
Additional Essential Criteria
* Knowledge of the requirements of an Executive Officer.
* Knowledge of general office administrative processes and records.
* Experience operating school‑based computer applications/systems (e.g. C2K SIMS, IProcurement, Census).
* Effective planning and organisational skills; ability to work under pressure to meet deadlines.
* Customer‑focused approach to work.
* People‑management and team skills to motivate and manage others.
* Sound interpersonal and communication skills.
* Alignment of experience and approach with the school’s values/ethos.
Desirable Criteria
* At least one year experience in an administrative role within a school environment.
* Demonstrable experience of the administration of finances within a school office environment.
Background Checks
Applicants for a role involving regulated activity will be required to undergo an Enhanced Disclosure of Criminal Background, with the cost to be borne by the successful applicant.
Equal Opportunities Statement
The Education Authority is an Equal Opportunities Employer.
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