Executive Officer

TN United Kingdom; Belfast; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established educational institution is seeking a dedicated Office Manager to oversee the school office's daily operations. In this pivotal role, you will provide essential administrative support to the Principal and staff while managing office functions, including supervision of support staff, financial processes, and communication with external agencies. This position offers a unique opportunity to contribute to the smooth running of the school environment, ensuring that all administrative processes are executed efficiently. If you thrive in a dynamic setting and are passionate about supporting educational excellence, this role is perfect for you.

Qualifications

• Experience in administrative roles with a focus on office management.
• Strong supervisory skills and ability to manage staff effectively.

Responsibilities

• Manage school office operations and provide administrative support.
• Supervise staff and ensure efficient functioning of the office.

Skills

Administrative Support

Supervision

Communication Skills

Clerical Skills

Education

High School Diploma

Relevant Administrative Qualification

Tools

Microsoft Office Suite

Information Management Systems

Job description

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JOB PURPOSE

• To be responsible for the organisation and management of the school office and staff.
• 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 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.