Executive Officer

Education Authority Northern Ireland•Antrim, Belfast, Forge Integrated Primary School, MI

19h

About The Position

The Executive Officer is responsible for the organization and management of the school office and staff, providing administrative, clerical, and secretarial support to the Principal, school staff, and Board of Governors. This role involves supervising staff, managing administrative processes, overseeing purchasing and supplies, handling financial transactions, and providing reception and secretarial services. The position requires effective communication, organization, and the ability to work under pressure. The Executive Officer must also promote good relations and equality of opportunity in line with relevant legislation.

Requirements

Either (A) NVQ 3 or BTEC National (or equivalent) in Business/Administration or Finance PLUS a minimum of two years' demonstrable experience in an administrative role in an office environment, OR (B) a minimum of five years' experience in an administrative role in an office environment.
Demonstrable experience of purchasing and supplies administration.
A minimum of one year's demonstrable experience in the management and supervision of staff.
Proficiency in the use of computer packages, including Microsoft Word, Excel, PowerPoint, and Outlook.
Evidence of knowledge of the requirements of an Executive Officer.
Evidence of knowledge of general office administrative processes and records.
Proven effective planning and organisational skills.
Ability to work under pressure to meet deadlines.
Evidence of a customer-focused approach to work.
Demonstrable people management and team skills to successfully motivate and manage others.
Evidence of sound interpersonal and communication skills.
Evidence of how your experience and approach to work reflect the school’s values/ethos.

Nice To Haves

A minimum of one year's experience of working in an administrative role within a school environment.
Demonstrable experience of operating schools-based computer applications/systems (e.g., C2K SIMS).
Demonstrable experience of the administration of finances within a school office environment.

Responsibilities

Supervise appropriate staff, including management and allocation of duties, discipline, and welfare.
Identify and provide on-the-job training to appropriate staff.
Provide administrative, clerical, and secretarial support for school staff and the Board of Governors.
Develop, maintain, and operate manual and/or computerised information systems for pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, and transport.
Complete and submit all required returns/records.
Contact relevant personnel to receive and provide information.
Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage, and distribution of resources.
Manage stock control of resources.
Arrange for the maintenance of equipment in association with other school and Board staff.
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 the telephone/switchboard, receive visitors, and provide hospitality.
Provide word processing, typing, filing, duplication, and photocopying in support of administrative processes, utilizing E-mail, intranet, and internet facilities.
Sort, screen, and distribute all mail.
Ensure the secure storage of valuable items and confidential documentation.
Draft correspondence, obtain and update lists of guests, issue invitations, and prepare tickets and programmes for school functions.
Maintain diaries, arrange appointments, and provide a secretarial service for all staff.
Communicate with professional staff from outside agencies (e.g., medical personnel, social services) to receive/provide information.
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.
Perform such other duties as may be assigned within the level of the job.