Office Manager (incorporating PA to the Principal) – Portadown College

EDUCATION AUTHORITY

JOB DESCRIPTION

POST: Office Manager (Senior Executive Officer incorporating PA to the Principal)

Portadown College

LOCATION: Portadown College

RATE OF PAY: NJC SCP 23-26

RESPONSIBLE TO: The School Principal mainly through the Head of Finance & Corporate Service

RESPONSIBLE FOR: Line management of a number of staff falling under her/his remit.

JOB PURPOSE:

(1) The Office Manager supports the Head of Finance & Corporate Services and is responsible for the outputs from the School Office. This involves general administration including personnel management and aspects of financial management.

(2) The Office Manager is also the Personnel Assistant for the Principal with all tasks performed in an efficient effective manner ensuring confidentiality at all times.

(3) The Office Manager should support and encourage the Colleges ethos by establishing and maintaining good relationships with all students parents/carers Governors colleagues suppliers contractors and other professionals.

(4) The main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required as directed by the Principal/Head of Finance & Corporate Services.

1. Supervision & Administration

Under the direction of the Head of Finance & Corporate Services:

1.1 Supervise the General Office Staff ensuring an efficient administration service (see Appendix 1 for more specific information).

1.2 Be responsible for the quantity and quality of the work of the Administrative Team and monitoring the medical room.

1.3 Engage with the induction of all new administration staff as required.

1.4 Identify training needs and the ongoing professional development for all staff within her/his areas of responsibility.

1.5 Undertake appraisals for all staff within her/his areas of responsibility.

1.6 Oversee the effective deployment of all staff within her/his areas of responsibility.

1. Personnel Assistant Role

2.1 Provide efficient administration and secretarial assistance to the Principal.

2.2 Liaise as required with Governors staff (teaching and support) students and parents/carers on behalf of the Principal.

2.3 Open sort and distribute the Principals mail including electronic mail advise on any urgent matters and respond as required.

2.4 Liaise with professional bodies outside agencies other schools and organisations etc and attend to queries as required by the Principal.

2.5 Manage the diary and time including booking appointments acting as the gatekeeper receiving visitors providing preparatory support and making travel arrangements.

2.6 Organise meetings conferences and events (internal and external) on behalf of the Principal including refreshments and taking minutes as required.

2.7 Under the direction of the Principal/ Head of Finance & Corporate Services provide administrative support to the Board of Governors.

1. Personnel Management

Under the direction of the Principal/Head of Finance & Corporate Services:

3.1 Assist with for the recruitment process for teaching and support staff posts on Taleo system and associated paperwork as directed by the Head of Finance & Corporate Services /Principal.

3.2 Assist with the recruitment of internal promotion posts and associated paperwork as directed by the Principal.

3.3 Assist with correspondence with candidates organisation of interviews (diary dates Board of Governors Selection Panel refreshments candidate requirements for presentations etc).

3.4 Retain a diary of staff absence for the Principal/ Head of Finance & Corporate Services and arrange Return to Work meetings for the Principal.

1. Finance

Under the direction of the Principal/ Head of Finance & Corporate Services:

4.1 Develop maintain and operate systems to ensure teaching staff are on the correct pay scales (PRSD Teaching Allowances Variation of Contract etc).

4.2 Process the payroll for support staff.

4.3 Prepare the DENI monthly teaching return for sign-off to by the Principal.

4.4 Assist with operating systems for electronic payment e.g. College Fund via Parent Pay/similar apps and portals.

1. Estate Management

5.1 Under the direction of the Principal/Head of Finance & Corporate Services assist with the secure storage of confidential documentation.

5.2 Assist the Head of Finance & Corporate Services in co-ordinating and managing high profile school events for example charity events including supervision of staff involved press releases invitations etc.

5.3 Allocate administrative tasks/duties in preparation for school events for example Prize Day Open Night Subject Fair etc. Draft correspondence obtain and update lists of guests issue invitations.

1. Other Duties

6.1 Under the direction of the Principal/Head of Finance & Corporate Services oversee the administrative aspects of the 14 Transfer Procedure/Post-16 Transfer to the College of External Students.

6.2 Assist the Senior Leadership Team in managing applications/contact with DENI/EA regarding applications in respect of 14 Transfer Procedure/Post-16 Transfer to the College of External Students so that Governors can consider all applications in line with admissions criteria. Maintain an accurate database.

6.3 Assist the Senior Leadership Team/Cover Manager with sourcing book and maintaining accurate records via the NISTR system.

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

Appendix 1

1.1 Oversee and be responsible for the circulation of incoming mail and outgoing post including Governors mailings taking appropriate action as necessary.

1.2 Under the direction of the Head of Finance & Corporate Services oversee the maintaining and updating of information held on school systems including student and staff records emergency contacts data required for the completion of returns. Complete and submit returns/records as required to DENI and EA (eg Register of Interests Governor training Child Protection).

1.3 Process Access NI applications and maintain an up-to-date accurate record of same.

1.4 Maintain accurate records distributing agendas minutes and other relevant documentation as required.

1.5 Co-ordinate the collection entry and extraction of data required to complete statutory returns for example FOI requests.

1.6 Assist in transferring data safely when database system(s) are introduced and/or changed.

1.7 Assist in the setting up and maintaining of archive files and historical data.

1.8 Assist the Head of Finance & Corporate Services in the organisation of BoG meetings including preparation of the Agenda preparation of reports/data refreshments diary management for meetings including full board and sub-committee (Finance Staffing Selection panels).

Evaluated 16.06.23 (EMcG)

The following areessentialcriteria which will initially be measured at the shortlisting stage and whichmay 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.

The following areadditionalessentialcriteria which will be measured during the interview/selection stage.

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.