Senior Executive Officer

JOB DESCRIPTION

JOB TITLE: Senior Executive Officer

REPORTS TO: School Principal

RESPONSIBLE FOR: Support staff

JOB PURPOSE

To be responsible for matters of school management relating to general administration, finance and non-teaching staff.

MAIN DUTIES AND RESPONSIBILITIES

Supervision

Supervision of appropriate staff including the management and allocation of duties. (Supervision is defined as having full permanent accountability for planning and coordinating 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 administration

Provide administrative, clerical and secretarial support for the 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 records/returns 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

Develop, control, monitor and report on all financial systems as appropriate including the school’s delegated budget and financial management systems cost centres.
Responsible for all cash handling and banking arrangements.
Contact with relevant personnel and provide appropriate support in relation to financial procedures.

Estate Management

Co-operate with appropriate staff in the administration of maintenance, decorative and minor building works including the issue of works orders and costings.

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.

Factor	Essential Criteria	Method of Assessment
Qualifications/ Experience	Have either (A) or (B): (A) A third level qualification (UK Qualification and Credit Framework Level 4), or an equivalent or higher qualification in business, finance or administration PLUS have a minimum of two years’ experience working in an administrative and/or finance role OR (B)Five years’ experience working in an administrative and/or finance role	Shortlisting by Application Form
Skills / Abilities	Demonstrable evidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and Outlook	Shortlisting by Application Form

SECTION 2 - ESSENTIAL CRITERIA

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

Factor	Essential Criteria	Method of Assessment
Knowledge	Evidence of knowledge of the requirements of a Senior Executive Officer	Interview
Skills/Abilities	Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines Evidence of a customer focused approach to work Demonstrable people management and team skills to successfully motivate and manage others Evidence of sound interpersonal and communication skills	Interview
Values Orientation	Evidence of how your experience and approach to work reflect the school’s values/ethos. You will find information about the school’s values/ethos on our school website	Interview

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.

Factor

Desirable Criteria

Method of Assessment

Experience/ Knowledge

Evidence of experience in the use of computerised financial systems

Evidence of experience in using the C2K system and finance management system software

Evidence of experience of working in a school or college setting

Demonstrable working knowledge of the Local Management in Schools Scheme

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

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