Office Manager (incorporating PA to the Principal) – Portadown College at Education Authority Northern Ireland

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Full Time

Start Date

Immediate

Expiry Date

21 Jan, 26

Salary

26.0

Posted On

23 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administration, Personnel Management, Financial Management, Supervision, Organizational Skills, Communication Skills, Interpersonal Skills, Team Management, Customer Focus, Planning, Confidentiality, Diary Management, Event Organization, Data Management, Recruitment, Payroll Processing

Industry

Education Administration Programs

Description

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 College’s 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. 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. 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 Principal’s 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. 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. 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. 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. 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) 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 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 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

Responsibilities

The Office Manager supports the Head of Finance & Corporate Services and oversees the outputs from the School Office, including general administration and personnel management. Additionally, the role includes providing secretarial assistance to the Principal and managing various administrative tasks.