Bursar - Administration Officer

JOB PURPOSE

To be responsible for all matters of school management relating to Finance, Building, Equipment, Non-Teaching Staff and General Administration.

The Bursar will work closely with the Principal and Vice-Principal/s and will participate in formal planning, decision making, implementation and monitoring.

In keeping with the EA scheme for LMS the Bursar will develop and monitor financial administrative structures within the school. This will include:

• Preparing estimates of annual expenditure, drawing up the annual budget plan, having it thoroughly analysed and presented to Principal and Governors. The annual budget shall be determined and notified to the EA by the appropriate date.
• Monitoring and controlling all finances within the school
• Preparing financial and other reports, in connection with the administration of the school’s budget, including regular updating for all budget holders
• Calculating and allocating department budgets for resources and reprographics
• Preparing Salary Review Letters for Teaching Staff
• Monitoring and controlling all school based accounts to ensure that proper records are kept, and that proper procedures are followed
• Ensuring all purchasing and requisition procedures are adhered to
• Being responsible for purchasing all capital items, furniture and fittings
• Acting as Secretary to the Finance Committee
• Overseeing and monitoring the collection of school fees
• Overseeing petty cash and banking procedures
• Checking and reconciling the EA monthly budget and expenditure report and advising the Principal of any issues that arise

The Bursar will be Office Manager and will be responsible for providing an efficient and effective administrative support structure for the school. This will involve responsibility for the work of secretarial, clerical, ancillary, auxiliary, cleaning and security staff. This will include:

• Monitoring the attendance of all members of non-teaching staff and implementing the EA’s managing attendance at work policy
• Approving the appointment of replacements for absent staff in liaison with supervisors, and interviewing and vetting applicants
• Monitoring the work of all ancillary and auxiliary staff and taking action where appropriate
• Approving the salary returns for all ancillary and auxiliary staffs
• Undertaking all arrangements associated with the appointment of non- teaching staff
• Organising and overseeing the arrangements for enrolment of students including dealing with enquiries, admissions, registration and maintenance of student records
• Maintaining personnel records for all teaching and non-teaching staff

The Bursar will be responsible for the maintenance of all buildings, plant and equipment to the required standard, in liaison with Contracts Manager, BESs, and Interserve. This will include:

• Liaising with the EA’s Maintenance Department
• Organising and overseeing maintenance work carried out under the LMS budget
• Keeping records of all work done
• Ensuring that all plant and equipment are properly maintained and proper records maintained
• Ensuring that the general security of the school site is of appropriate standards at all times
• Liaising with all external bodies using the school premises to ensure that proper arrangements and insurance are in place
• Ensuring that effective Health & Safety measures are in operation
• Establishing and operating a booking system for the school minibus, and maintaining log books for same
• Ensuring that school minibuses are properly maintained, that insurance, PSV and tax are kept up to date and that minibuses are securely garaged
• Booking buses for school use when school minibuses are not appropriate or available
• Establishing and maintaining a capital inventory of school equipment
• Organising the Letting of Premises to external bodies ie Club applications, schedule, insurance cover, issue of invoices and receipt payment

The Bursar will be required to maintain effective liaison with external agencies including DENI, CCMS and the EA.