Executive Officer

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

Job summary

An established industry player in education is seeking a dedicated Office Manager to ensure smooth administrative operations within the school. This role involves overseeing the office's organization, providing essential support to the Principal and staff, and managing clerical tasks. The ideal candidate will excel in supervision, communication, and financial management. Join a team committed to fostering a supportive environment for students and staff alike, where your contributions will make a significant impact on the educational experience.

Qualifications

• Experience in administrative roles with strong clerical skills.
• Ability to supervise and train staff effectively.

Responsibilities

• Oversee the management of the school office and staff.
• Provide administrative support to the Principal and Board of Governors.

Skills

Administrative Support

Clerical Skills

Supervision

Communication

Financial Management

Education

Relevant Administrative Qualification

Tools

Computerized Information Systems

Telephone Switchboard

Job description

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Job Responsibilities

1. Responsible for the organisation and management of the school office and staff.
2. Provide administrative, clerical, and secretarial support to the Principal, school staff, and Board of Governors.

Job Purpose

To oversee the organisation and management of the school office and staff, ensuring smooth administrative operations and support.

Main Duties and Responsibilities

Supervision

1. Supervise staff, including managing and allocating duties. (Supervision involves full accountability for planning, coordinating work quality, and managing discipline and welfare issues.)
2. Identify and provide on-the-job training to staff.

Administrative Processes and Records

1. Support school staff and the Board of Governors with administrative, clerical, and secretarial tasks.
2. Maintain and operate manual and computerized information systems related to pupils, staff, budgets, and other school activities.
3. Complete and submit required reports and records.
4. Communicate with relevant personnel to exchange information.

Purchasing and Supplies Administration

1. Manage requisitioning procedures, including ordering, receiving, and storing resources.
2. Coordinate maintenance of equipment with staff.

Finance

1. Handle cash receipts and maintain banking records.
2. Assist with financial procedures and liaise with relevant personnel.

Reception, Secretarial, and Secretariat Tasks

1. Operate the telephone switchboard, receive visitors, and provide hospitality.
2. Perform word processing, filing, photocopying, and email management.
3. Sort, screen, and distribute mail.
4. Ensure secure storage of valuables and confidential documents.
5. Draft correspondence, manage guest lists, and organize school functions.
6. Maintain diaries, arrange meetings, and provide secretarial support to staff.
7. Communicate regularly with external agencies (e.g., medical personnel, social services).
8. Keep staff, pupils, and parents informed about school activities.
9. Prepare minutes and service meetings as needed.

Other Duties

1. Assist work placement students with tasks in the school office where appropriate.
2. Perform other duties as assigned within the job level.