Executive Officer

Education Authority; Enniskillen; On-site; GBP 100,000 - 125,000; Full time

Job summary

A regional educational organization is seeking an Executive Officer to oversee the school office and support the Principal. Responsibilities include supervising office staff, managing administrative processes, and ensuring efficient operations. The ideal candidate will have at least 5 GCSEs, relevant qualifications, and experience in an educational or administrative setting. This role is crucial for maintaining school operations effectively.

Benefits

Equal Opportunities Employer

Access to employee benefits program

Qualifications

• Minimum 2 years administrative experience in an office environment.
• Experience managing and supervising a school office or similar.
• Strong computer skills including proficiency in Microsoft packages.

Responsibilities

• Organize and manage the school office and staff.
• Provide administrative support to the Principal and staff.
• Supervise and allocate duties to the office staff.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Effective planning skills

Interpersonal communication skills

Education

5 GCSEs including English and Maths

BTEC National in Business/Administration

Tools

Microsoft Outlook

Oracle

PowerPoint

Job description

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 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, click here.

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 reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
• In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form how you meet any desirable criteria.

SECTION 1 - ESSENTIAL CRITERIA

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

5 GCSEs (Grades A* to C) including English Language and Mathematics (or equivalent higher-level qualifications)

BTEC National (or an equivalent higher-level qualification) in Business/Administration or Finance

A minimum of two years’ demonstrable experience of working in an administrative role in an office environment

Have a minimum of one year’s demonstrable experience in the management and supervision of a school office or similar environment in the last 3 years

Skills / Abilities

Evidence of proficiency in the use of computer packages, to include Microsoft Word, Excel, Oracle, PowerPoint and Outlook

SECTION 2 - ESSENTIAL CRITERIA

The following are additional essential criteria which will be measured during the interview/selection stage.

Knowledge

Evidence of knowledge of:

· The requirements of an Executive Officer

· General office administrative processes and records

Skills / Abilities

Proven effective planning and organisational skills

An ability to work under pressure to meet deadlines

Evidence of a customer and systematic focused approach to work

Demonstrable people management and team skills to successfully motivate and manage others – pupils, staff, parents, governors and other visitors

Evidence of sound and empathetic interpersonal and communication skills at all levels

Evidence of flexibility in working patterns/tasks to complete

Values Orientation

Evidence of how your experience and approach to work reflects this primary school’s values/ethos. You will find information about the school’s values/ethos on our school website

SECTION 3 - DESIRABLE CRITERIA

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

Minimum of 2 A-levels (or equivalent higher-level qualifications)

Have a minimum of three years’ experience of working in an administrative role within an office environment

Have a minimum of two years’ demonstrable experience in the management and supervision of a school office or similar environment in the last 3 years

Some experience of working in a primary school environment

Some experience of working in a larger primary school environment (300 pupils and more)

Demonstrable experience of operating schools-based computer applications/systems within a school setting (e.g. C2K SIMS, EA One management systems and Oracle purchasing and supplies administration)

Shortlisting by Application Form

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.

In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you will be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here.

The Education Authority is an Equal Opportunities Employer