Executive Officer

Education Authority Northern Ireland

9h•Onsite

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 up to a maximum of 5 staff members, including managing duties and providing on-the-job training. Key responsibilities include developing and maintaining information systems for various school operations (pupils, staff, budgets, etc.), completing required returns, and communicating with relevant personnel. The position also oversees purchasing and supplies administration, including ordering, stock control, and equipment maintenance. Financial duties involve receiving, receipting, accounting for, and banking cash, as well as assisting with financial procedures. The Executive Officer will manage reception duties, operate the telephone/switchboard, receive visitors, and provide hospitality. Secretarial tasks include word processing, filing, mail management, secure storage of confidential documents, drafting correspondence, maintaining diaries, arranging appointments and meetings, and providing secretarial services. Communication with external agencies (medical, social services) and keeping staff, pupils, and parents informed are also part of the role. Additionally, the post-holder will assist work placement students and perform other assigned duties. The role emphasizes promoting good relations, equality of opportunity, and adherence to equality legislation.

Requirements

Have either (A) NVQ 3 or BTEC National (or an equivalent or higher level qualification) in Business/Administration or Finance PLUS a minimum of two years’ demonstrable experience of working in an administrative role in an office environment OR (B) Have a minimum of five years’ experience of working in an administrative role in an office environment.
Demonstrable experience of purchasing and supplies administration.
Evidence of proficiency in the use of computer packages, to include use of 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 and an 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

Have 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 within a school setting (eg C2K SIMS).
Demonstrable experience of the administration of finances within a school office environment.
Knowledge of the Alternative Curriculum.

Responsibilities

Supervise appropriate staff including the management and allocation of duties.
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 with relevant personnel to receive and provide information.
Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
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 as required.
Provide 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.
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, prepare tickets and programmes as required for school functions.
Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school.
Communicate 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.
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).
Perform such other duties as may be assigned within the level of the job.