School Office Manager & Admin Lead

National Instruments; Antrim; On-site; GBP 26,000 - 34,000; Full time

Job summary

Education Authority in Northern Ireland seeks an Executive Officer to organise the school office and staff, providing administrative and secretarial support to the Principal and Board of Governors. You will supervise up to five staff, manage administrative processes, finance functions, reception duties and secretarial services, with a focus on accuracy and efficiency.

The post requires experience in office management, strong ICT skills (Word, Excel, Outlook), and the ability to work under

Qualifications

• Have either (A) or (B): (A) NVQ 3 or BTEC National (or an equivalent or higher level qualification) in Business/ Administration or Finance PLUS a minimum of two years’ demonstrable experience of working in an administrative role in an office environment OR (B) Have a minimum of five years’ experience of working in an administrative role in an office environment AND Have a minimum of one year’s demonstrable experience in the management and supervision of staff AND Demonstrable experience of purchasing and supplies administration
• Shortlisting by Application Form
• Skills / Abilities Evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook

Responsibilities

• Supervise appropriate staff including the management and allocation of duties.
• Identify and provide on the job training to appropriate staff.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Microsoft Word

Excel

PowerPoint

Outlook

Education

NVQ 3 or BTEC National in Business/Administration or Finance

Job description

Education Authority in Northern Ireland seeks an Executive Officer to organise the school office and staff, providing administrative and secretarial support to the Principal and Board of Governors. You will supervise up to five staff, manage administrative processes, finance functions, reception duties and secretarial services, with a focus on accuracy and efficiency.

The post requires experience in office management, strong ICT skills (Word, Excel, Outlook), and the ability to work under