Executive Officer

JOB DESCRIPTION

JOB TITLE:

Executive Officer

REPORTS TO:

School Principal

RESPONSIBLE FOR:

Up to a maximum of 5 staff

JOB PURPOSE

• 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.

MAIN DUTIES AND RESPONSIBILITIES Supervision

• 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.

General Administrative Processes and Records

• 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.

Purchasing and Supplies Administration

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.

Finance

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.

Reception, Secretarial and Secretariat

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.

Other Duties

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.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998), the post‑holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

To view the summary of terms and conditions for this post, .

PERSON SPECIFICATION NOTES TO JOB APPLICANTS

• You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
• You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
• The stage in the process when the criteria will be measured is outlined in the table below.
• Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
• Please note that the Selection Panel…