Executive Officer

Education Authority Northern Ireland • Antrim, Belfast, St Joseph's College Belfast, MI

1d • Onsite

About The Position

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.

Requirements

• Have either (A) or (B): (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
• 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. 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. You will find information about the school’s values/ethos on our school website

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

Responsibilities

• Supervise 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.)
• 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).
• Such other duties as may be assigned within the level of the job.

Benefits

• To view the summary of terms and conditions for this post, click here.
• To learn about the many great benefits of joining the Education Authority, click here.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree