Senior Executive Officer (PA to Principal)

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.

EDUCATION AUTHORITY
JOB DESCRIPTION

POST:Senior Executive Officer (PA to the Principal)

LOCATION:Wellington College Belfast

RATE OF PAY:NJC SCP 23-26

RESPONSIBLE TO: The School Principal

RESPONSIBLE FOR: The line management of a number of staff falling under
her/his remit including their induction training and
performance management.

JOB PURPOSE:
The Principals Personal Assistant (PA) is responsible for school management related to general administration finance and non-teaching staff to ensure that the Principal is fully supported in all aspects of his/her work including confidential matters. The Principals PA should support and encourage the schools ethos by establishing and maintaining good relationships with all students parents/carers colleagues suppliers contractors and other professionals.

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.

1.1Supervise the General Office Staff ensuring an efficient administration service
1.2Organise/distribute tasks coming into the Principals office ensuring that it runs effectively and efficiently by keeping the main office informed.
1.3Responsible for the quantity and quality of the work of the reprographics team and the medical room.
1.4Oversee arrangements for the induction of all new staff as required.
1.5Responsible for identifying training needs and the ongoing professional development for all staff within her/his areas of responsibility.
1.6Responsible for the appraisal for all staff within her/his areas of responsibility.
1.7Oversee the effective deployment of all staff within her/his areas of responsibility.

Role & General Administration
2.1Provide efficient administration and secretarial assistance to Principal.
2.2Liaise as required with Governors staff (teaching and support) students and parents/carers on behalf of the Principal.
2.3Open sort and distribute the Principals mail including electronic mail advise on any urgent matters and respond as required.
2.4Oversee and be responsible for the circulation of incoming mail and outgoing post including Governors mailings taking appropriate action as necessary.
2.5Liaise with professional bodies outside agencies other schools and organisations etc and attend to queries as required by the Principal.
2.6Manage the diary and time including booking appointments acting as the gatekeeper receiving visitors providing preparatory support and making travel arrangements.
2.7Act as the point of contact in relation to any complaints received referring matters to appropriate members of staff when required.
2.8Oversee 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 (e.g. Register of Interests Governor training Child Protection).
2.9Organise meetings conferences and events (internal and external) on behalf of the Principal including refreshments and taking minutes as required.
2.10Maintain a file of all school policies advising the Principal when they are due for review and/or are due to be updated due to changes in legislation/guidance.
2.11Maintain accurate records distributing agendas minutes and other relevant documentation as required.
2.12Co-ordinate the collection entry and extraction of data required to complete statutory returns for example FOI requests.
2.13Assist in transferring data safely when database system(s) are introduced and/or changed.
2.14Assist in the setting up and maintaining of archive files and historical data.
2.15Provide administrative support to the Board of Governors. Organise BoG meetings including preparation of the Agenda preparation of reports/data refreshments diary management for meetings including full board and sub-committees (Education Finance Selection panels). Ensure minutes of meetings are accurate and that matters agreed are implemented.

Management
3.1Responsible for the recruitment process for teaching and non-teaching posts on Taleo system and associated paperwork as directed by the Principal.
3.2Responsible for recruitment of internal promotion posts and associated paperwork as directed by the Principal.
3.3Responsible for correspondence with candidates. Organisation of interviews (diary dates Board of Governors Selection Panel refreshments candidate requirements for presentations etc)
3.4Assist in investigations and casework for example disciplinary as required by the Principal.
3.5Maintain accurate files on all teaching staff.

4.1Communicate with relevant personnel in DENI/EA in relation to financial matters as required providing required information and reports to the Principal.
4.2Develop maintain and operate systems to ensure teaching staff are on the correct pay scales (PRSD Teaching Allowances Variation of Contract etc)
4.3Implement DENI/EA/School policies advising teaching and non-teaching staff on maternity Flexible Working pay issues Career breaks
4.4Advise on compliance with legislation and guidance for example DE Data Protection Freedom of Information Act GDPR School Governance.

Management

5.1Be responsible for the secure storage of confidential documentation.
5.2Co-ordinate and manage high profile school events for example charity events including supervision of staff involved press releases invitations etc
5.3Allocate tasks/duties in preparation for school events for example Prize Day visits to Primary Schools etc. Draft correspondence obtain and update lists of guests issue invitations.

Duties
6.1Oversee the Transfer Procedure from Primary Schools: create and manage accurate record system for SEAG including Familiarisation morning arrangements for test days. Manage applications/contact with DENI/EA regarding applications so that Governors can consider all applications in line with admissions criteria. Manage enquiries and applications for Admissions to Years 9-12/post-16 and maintain an accurate database.
6.2 Such other duties as may be assigned within the level of the job.