Executive Officer

National Instruments; Newtownabbey; On-site; GBP 31,000 - 33,000; Full time

Benefits offered by this job

Flexible working arrangements during 2

Job summary

Thornfield House School in Antrim-Newtownabbey is hiring an Executive Officer to organise the school office and support the Principal and Board of Governors. You will supervise up to five staff and manage administration, budgets, records and communications.

The role requires strong planning, organisational skills and experience in office management. Flexible working during school holidays is available, with a permanent full-time contract.

Qualifications

• Have either NVQ 3 or BTEC National (or equivalent) in Business/Administration or Finance, or five years of admin experience.
• At least one year of staff supervision experience.
• Experience in purchasing and supplies administration.
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.

Responsibilities

• Supervise staff and allocate duties, with accountability for planning and welfare.
• Provide admin, clerical and secretarial support to the Principal and Board of Governors.
• Develop and operate information systems for pupils, staff, budgets, meals and maintenance.
• Oversee purchasing, stock control and distribution of resources.
• Manage reception, telephone, word processing, filing and correspondence.

Skills

Office administration

Staff supervision

Planning & organisation

MS Word

Excel

PowerPoint

Outlook

Education

NVQ 3 / BTEC National in Business/Administration or Finance

Tools

None stated

Job description

Job Reference: 26006899)Primary Location : Antrim-Newtownabbey-Thornfield House SchoolContract Type : PermanentDuration of Contract/Contract End Date : n/aStatus : Full-TimeContract Options : Flexible working arrangements available during school holidays (E.g. Option 1, 2, 3)Hours per Week : 36Working Pattern : Monday to Friday - hours to be agreedGrade/Scale : Executive Officer | NJC pt 17- 20 | £31,022 - £32,597 per annumAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : tbcAdditional Information: n/aJOB DESCRIPTIONJOB TITLE: Executive OfficerREPORTS TO: School PrincipalRESPONSIBLE FOR: Up to a maximum of 5 staffJOB PURPOSETo be responsible for the organisation and management of the school office and staff andprovide administrative, clerical and secretarial support to the Principal, school staff andBoard of Governors.MAIN DUTIES AND RESPONSIBILITIESSupervisionSupervise 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 RecordsProvide 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 AdministrationOperate/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.FinanceReceive, 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 SecretariatOperate 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 DutiesAssist 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.FLEXIBLE WORKING OPTIONS AVAILABLEOPTION 1You are required to be on duty during school term plus two additional weeks. The timing of the two additional weeks is at the discretion of the Principal of the school.OROPTION 2You are required to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence. Duties will normally be provided by the school. However, where necessary, alternative work and/or training will be provided by the Authority at any other such place of employment as may be reasonably required.OROPTION 3To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.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.PERSON SPECIFICATIONNOTES TO JOB APPLICANTSYou 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 CRITERIAThe 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.Factor Essential Criteria Method of AssessmentQualifications/ ExperienceHave either (A) or (B):(A)NVQ 3 or BTEC National (or an equivalent or higher level qualification) in Business/ Administration or FinancePLUS a minimum of two years’ demonstrable experience of working in an administrative role in an office environmentOR(B)Have a minimum of five years’ experience of working in an administrative role in an office environmentANDHave a minimum of one year’s demonstrable experience in the management and supervision of staffANDDemonstrable experience of purchasing and supplies administration Shortlisting by Application FormSkills / Abilities Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook. Shortlisting by Application FormSECTION 2 - ESSENTIAL CRITERIAThe following are additional essential criteria which will be measured during the interview/selection stage.Factor Essential Criteria Method of AssessmentKnowledgeEvidence of knowledge of:The requirements of an Executive Officer.General office administrative processes and records.InterviewSkills / AbilitiesProven effective planning and organisational skills and an ability to work under pressure to meet deadlines.Evidence of a customer focused approach to workDemonstrable people management and team skills to successfully motivate and manage others.Evidence of sound interpersonal and communication skills.InterviewValues Orientation Evidence of how your experience and approach to work reflect the school’s values/ethos.The Education Authority is an Equal Opportunities Employer