Executive Officer Management Information Systems & Time Tabler

Education Authority - Northern Ireland

Job Location:

Antrim - UK

Monthly Salary: Not Disclosed

Posted on: 5 hours ago

Vacancies: 1 Vacancy

Job Summary

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 toshortlist only those applicants that it believes most strongly meet thecriteria 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 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.

Factor

Essential Criteria

Method of Assessment

Qualifications/ Experience

Haveeither(A) or (B):

(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

(B) Have a minimum of five years experience of working in an administrative role in an office environment

Have a minimum of one years 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

Shortlisting by Application Form

SECTION 2 - ESSENTIAL CRITERIA

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

Factor	Essential Criteria	Method of Assessment
Knowledge	Evidence of knowledge of: The requirements of an Executive Officer. General office administrative processes and records.	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 schools values/ethos. You will find information about the schools 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

Qualifications / Experience

Have a minimum of one years 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

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 youWILLbe 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 atNI Director the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes please clickhere.

To learn about the many great benefits of joining the Education Authority click here.

The Education Authority is an Equal Opportunities Employer

EDUCATION AUTHORITY

POST TITLE/GRADE: Executive Officer Management Information Systems (MIS) & Timetable

LOCATION: Parkhall Integrated College

RESPONSIBLE TO: The Principal through the designated line manger

RESPONSIBLE FOR: Maximum of five staff

JOB PURPOSE:

To be responsible for the strategic development of the school timetable and to maintain and ensure the efficient running of the schools 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.

2. School Timetable and MIS duties

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

2.2 To continually enhance and develop the colleges 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.

3. 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.

4. 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 EducationAuthority staff.

5. 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.

6. 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.

7. 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.

JE Ref: Evaluated at Executive Officer SCP7-17 (12.09.23)

Required Experience:

Unclear Seniority

PERSON SPECIFICATIONNOTES TO JOB APPLICANTSYou 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 desir...

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 toshortlist only those applicants that it believes most strongly meet thecriteria 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

Factor

Essential Criteria

Method of Assessment

Qualifications/ Experience

Haveeither(A) or (B):

(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

(B) Have a minimum of five years experience of working in an administrative role in an office environment

Have a minimum of one years 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

Shortlisting by Application Form

SECTION 2 - ESSENTIAL CRITERIA

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

Factor	Essential Criteria	Method of Assessment
Knowledge	Evidence of knowledge of: The requirements of an Executive Officer. General office administrative processes and records.	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 schools values/ethos. You will find information about the schools values/ethos on our school website	Interview

SECTION 3 - DESIRABLE CRITERIA

Factor

Desirable Criteria

Method of Assessment

Qualifications / Experience

Have a minimum of one years 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

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.

Further information can be accessed atNI Director the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes please clickhere.

To learn about the many great benefits of joining the Education Authority click here.

The Education Authority is an Equal Opportunities Employer

EDUCATION AUTHORITY

POST TITLE/GRADE: Executive Officer Management Information Systems (MIS) & Timetable

LOCATION: Parkhall Integrated College

RESPONSIBLE TO: The Principal through the designated line manger

RESPONSIBLE FOR: Maximum of five staff

JOB PURPOSE:

To be responsible for the strategic development of the school timetable and to maintain and ensure the efficient running of the schools 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.

2. School Timetable and MIS duties

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

2.2 To continually enhance and develop the colleges 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.

3. General Administrative Processes and Records

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

3.3 Complete and submit all returns/records as required.

3.4 Contact with relevant personnel to receive and provide information.

4. 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 EducationAuthority staff.

5. 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.

6. Reception Secretarial and Secretariat

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

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.

7. 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.

JE Ref: Evaluated at Executive Officer SCP7-17 (12.09.23)

Required Experience:

Unclear Seniority