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 SLT.
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.
MAIN DUTIES AND RESPONSIBILITIES:
1.Supervision
1.1Supervise appropriate staff including the management and allocation of duties.
(Supervision is defined as having full permanent accountability for planning and co-ordinating the quantity and quality of work as well as managing issues relating to discipline and welfare.)
1.2Identify and provide on the job training to appropriate staff.
2.School Timetable and MIS duties
2.1To produce and maintain of the school timetable in liaison with the Principal and the SeniorLeader: Curriculum.
2.2To continually enhance and develop the college’s MIS.
2.3To support the production of statistical returns, e.g., college census.
2.4Liaise with the Senior Leader: Curriculum to design and implement the timetable.
2.5Annual production the whole school timetable.
2.6Maintenance of the current timetable including class lists.
2.7Maintain an overview of MIS system modules and how they interact.
2.8Install MIS system and other software upgrades.
2.9 Liaison with C2K, ICT Technician and other service providers, where required.
2.10Support the administration of the options processes.
3.General Administrative Processes and Records
3.1Provide administrative, clerical and secretarial support for school staff and Board of Governors.
3.2Develop, maintain and operate manual and/or computerised information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
3.3Complete and submit all returns/records as required.
3.4Contact with relevant personnel to receive and provide information.
4.Purchasing and Supplies Administration
4.1Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
4.2Stock control of resources.
4.3Arrange for the maintenance of equipment in association with other school and Education Authority staff.
5.Finance
5.1Receive, receipt and account for all cash.
5.2Bank monies and maintain banking records.
5.3Communicate with relevant personnel and provide assistance in relation to financial procedures.
6.Reception, Secretarial and Secretariat
6.1Operate the telephone/switchboard, receive visitors and provide hospitality as required.
6.2Provide word processing/typing, filing, duplication and photocopying word processing in support of administrative processes, including the use of E-mail, intranet and Internet facilities, where appropriate.
6.3Sort, screen and distribute all mail.
6.4Ensure the secure storage of valuable items and confidential documentation.
6.5Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.
6.6Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school.
6.7Communicate on a regular basis with professional staff from outside agencies in order to receive/provide information e.g. medical personnel, social services agency personnel etc.
6.8Keep staff, pupils and parents informed of matters relating to school activities.
6.9Service meetings and draft minutes as required.
7.Other Duties
7.1Assist work placement students with practical tasks and assignments within the school office (where appropriate).
7.2Such other duties as may be assigned within the level of the job.
JE Ref: Evaluated at Executive Officer (12.09.23)