Title & Grade: Executive Officer – Management Information Systems (MIS) & Timetable
Location: Parkhall Integrated College
Reporting Line: Responsible to the Principal through the designated line manager.
Staff Oversight: Responsible for managing a maximum of five staff members.
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 the Senior Leadership Team. 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.
Responsibilities
* Supervision:
o Supervise appropriate staff, including the management and allocation of duties.
o Identify and provide on‑the‑job training to appropriate staff.
* School Timetable and MIS duties:
o Produce and maintain the school timetable in liaison with the Principal and the Senior Leader: Curriculum.
o Continuously enhance and develop the college’s MIS.
o 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 Maintain current timetable including class lists.
o Maintain an overview of MIS system modules and their interactions.
o Install MIS system and other software upgrades.
o Coordinate with C2K, ICT Technician and other service providers as 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 related to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
o Complete and submit all returns/records as required.
o Coordinate with relevant personnel to receive and provide information.
* Purchasing and Supplies Administration:
o Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage and distribution of resources.
o Maintain stock control of resources.
o Arrange for 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 telephone/switchboard, receive visitors and provide hospitality as required.
o Provide word processing/typing, filing, duplication and photocopying; use of e‑mail, intranet and internet facilities as appropriate.
o Sort, screen and distribute all mail.
o Ensure secure storage of valuable items and confidential documentation.
o Draft correspondence, obtain and update guest lists, issue invitations, prepare tickets and programmes for school functions.
o Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff.
o Communicate regularly with external agencies to receive/provide information (e.g., medical personnel, social services agencies).
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 Carry out other duties as may be assigned within the level of the job.
Qualifications & Experience
Essential Qualifications and Experience:
* NVQ Level 3 or BTEC National (or higher equivalent) and a minimum of two years’ demonstrable experience in an administrative office role.
* Or a minimum of five years’ experience in an administrative office role.
* Minimum one year of demonstrable experience in the management and supervision of staff.
* Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
* Knowledge of the requirements of an Executive Officer and general office administrative processes.
* Effective planning and organisational skills, ability to work under pressure.
* Customer‑focused approach, sound interpersonal and communication skills.
* People‑management and team skills to motivate and manage others.
EEO Statement
The Education Authority is an Equal Opportunities Employer.
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