Executive Officer - Management Information Systems & Time Tabler

To be responsible for the strategic development of the school timetable and to maintain and ensure the efficient running of the school’s MIS on a day-to-day basis in consultation with SLT.

To be responsible for the organisation and management of staff and to provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors.

MAIN DUTIES AND RESPONSIBILITIES:

1. Supervision

1.1 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.)

1.2 Identify and provide on the job training to appropriate staff.

1. School Timetable and MIS duties

2.1 To produce and maintain of the school timetable in liaison with the Principal and the Senior Leader: Curriculum.

2.2 To continually enhance and develop the college’s MIS.

2.3 To support the production of statistical returns, e.g., college census.

2.4 Liaise with the Senior Leader: Curriculum to design and implement the timetable.

2.5 Annual production the whole school timetable.

2.6 Maintenance of the current timetable including class lists.

2.7 Maintain an overview of MIS system modules and how they interact.

2.8 Install MIS system and other software upgrades.

2.9 Liaison with C2K, ICT Technician and other service providers, where required.

2.10 Support the administration of the options processes.

1. General Administrative Processes and Records

3.1 Provide administrative, clerical and secretarial support for school staff and Board of Governors.

3.2 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.

3.3 Complete and submit all returns/records as required.

3.4 Contact with relevant personnel to receive and provide information.

1. Purchasing and Supplies Administration

4.1 Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.

4.2 Stock control of resources.

4.3 Arrange for the maintenance of equipment in association with other school and Education Authority staff.

1. Finance

5.1 Receive, receipt and account for all cash.

5.2 Bank monies and maintain banking records.

5.3 Communicate with relevant personnel and provide assistance in relation to financial procedures.

1. Reception, Secretarial and Secretariat

6.1 Operate the telephone/switchboard, receive visitors and provide hospitality as required.

6.2 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.

6.3 Sort, screen and distribute all mail.

6.4 Ensure the secure storage of valuable items and confidential documentation.

6.5 Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.

6.6 Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school.

6.7 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.

6.8 Keep staff, pupils and parents informed of matters relating to school activities.

6.9 Service meetings and draft minutes as required.

1. Other Duties

7.1 Assist work placement students with practical tasks and assignments within the school office (where appropriate).

7.2 Such other duties as may be assigned within the level of the job., 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.

Do you have experience in Supervising experience?, (A) NVQ 3 or BTEC National (or an equivalent or higher level qualification) 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 Have a minimum of one year’s demonstrable experience in the management and supervision of staff 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, 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, Have a minimum of one year’s experience of working in an administrative role within a school environment Demonstrable experience of operating schools-based computer applications/systems within a school setting (eg C2K SIMS) Shortlisting by Application Form