PA to Headmaster & Data Controller at Education Authority Northern Ireland

Bangor, Northern Ireland, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

07 Jul, 26

Salary

0.0

Posted On

08 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Data protection, Financial management, Staff supervision, Administrative support, Diary management, Recruitment, Payroll processing, Budgeting, Policy development, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Record keeping, Communication skills, Problem solving

Industry

Education Administration Programs

Description

Role: PA to Headmaster & Data Controller Location: Glenlola Collegiate, Bangor Contract: Permanent, Full Time (36 hours per week, Monday – Friday 8am-4pm) Grade/Scale: NJC 29-32 About the role: The main role of the Headmaster’s PA is to provide confidential support to the Headmaster and Board of Governors. The PA has the responsibility Data Controller for Glenlola Collegiate and is responsible for the line management of finance and Non-Teaching support staff. Other duties of an appropriate level and nature may be required, at the direction of the Headmaster. The Headmaster's Personal Assistant (PA) is responsible for school management related to general administration, finance and non teaching staff to ensure that the Headmaster is fully supported in all aspects of his/her work including confidential matters. The main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the Headmaster. 1. Supervision i. Supervision of appropriate staff including the management and allocation of duties (Supervision is defined as having full permanent accountability for planning and coordinating the quantity and quality of work as well as managing issues relating to discipline and welfare) ii. Identify and provide on the job training to appropriate staff. 2. PA Role and General Administration i. Provide efficient and administrative and secretarial assistance to the Headmaster ii. Provide administrative, clerical and secretarial support for school staff and Board of Governors iii. Liaise as required with Governors, staff (both teaching and support staff), students, parents/guardians on behalf of the Headmaster iv. Open, sort and distribute mail and advise on urgent matters, with responses were applicable v. Oversee, sort and distribute mail addressed to the Board of Governors, including taking action where necessary. vi. Diary management including booking appointments, greeting visitors and providing prepatory support and making travel arrangements, where required. vii. 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 (e.g. Register of Interests, Governor training). viii. Organise meetings, conferences and events (internal and external) on behalf of the Headmaster, including refreshments and taking minutes as required. ix. Maintain a file of all school policies, advising the Headmaster when they are due for review and/or are due to be updated due to changes in legislation/guidance. x. Maintain accurate records distributing agendas, minutes and other relevant documentation as required. xi. Co-ordinate the collection, entry and extraction of data required to complete statutory returns, for example FoI requests. xii. Provide administrative support to the Board of Governors. Organise BoG meetings including admin preparation, refreshments diary management for meetings including full board and sub-committee (Finance, Staffing, Selection panels). xiii. Complete and submit all records / returns as required xiv. Liaise with relevant personnel to receive and provide information, where appropriate. 3. Purchasing and Supplies Administration i. Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources. ii. Stock control of resources. iii. Arrange for the maintenance of equipment in association with other school and Board staff, in conjunction with the Building Supervisor. 4. Personnel Management i. Responsible for the recruitment process for teaching and support staff posts on Taleo system and associated paperwork as directed by the Headmaster. ii. Responsible for recruitment of internal promotion posts and associated paperwork as directed by the Headmaster. iii. Responsible for correspondence with candidates including the organisation of interviews (diary dates, Board of Governors Selection Panel, refreshments, candidate requirements for presentations etc). iv. Assist in investigations and casework, for example disciplinary, as required by the Headmaster. v. Maintain accurate files on all employees. vi. Complete payroll for teaching and support staff on a weekly basis. 5. Finance i. Develop, control, monitor and report on all financial systems as appropriate including the school's delegated budget and financial management systems cost centres. ii. Responsible for cash handling and banking arrangements. iii. Contact with relevant personnel and provide appropriate support in relation to financial procedures. iv. Communicate with relevant personnel in DENI/EA in relation to financial matters as required. v. Develop, maintain and operate systems to ensure teaching staff are on the correct pay scales (PRSD, Teaching Allowances, and Variation of Contract etc). vi. Implement DENI/EA/School policies advising teaching and support staff on maternity, Flexible Working, pay issues, career breaks. 6. Estate Management i. Co-operate with appropriate staff in the administration of maintenance, decorative and minor building works including the issue of works orders and costings. ii. Allocate 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. 7. Data Protection i. Assume day to day responsibility for General Data Protection Regulation (GDPR) across the school including drafting, reviewing and implementing project plans, coordinating data audits across the different teams and departments. ii. Develop, implement and enforce Data Protection policies and procedures throughout the school and review annually. iii. Manage Data Protection compliance and liaise with external organisations and authorities to ensure that the school adheres to best practice. iv. Ensuring that the school is compliant with EA policies and procedures including the data retention schedule. v. Provide information and guidance to staff on how they process personal data. vi. To work with the Headmaster in responding to Subject Access and FoI requests. vii. To undertake Data Protection Act compliance audits in accordance with the Information Commissioner's audit tool. viii. Ensure that information sharing internally is compliant with the DPA and that staff are aware of the special requirements for sensitive data such as medical information or information about religion or sexuality. ix. Assume day to day responsibility for GDPR across School including drafting, reviewing and implementing project plans, coordinating data audits across the different teams and updating policies. x. Development of data protection and privacy training with staff, including GDPR as required. xi. Work with the Headmaster in the event of an Information Officer Investigation xii. Assist with investigations into complaints regarding breaches and undertake action as required, maintaining a detailed record of any incidents. Maintain a record so we can benchmark incidents and keep a record of compliance. xiii. Be responsible for the secure storage of confidential documentation. PA to Headmaster & Data Controller Evaluated at AO Grade – 2019 & 2022 Updated 30.03.26 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 A bachelor’s degree in Business Studies, Finance or Accountancy (Regulated Qualifications Framework Level 6), or an equivalent or higher qualification. Shortlisting by Application Form Experience A minimum of 3 years’ experience working in a finance and administration role. Demonstrable working experience of preparing financial accounts. A minimum of 2 years’ experience of managing staff and other resources. Shortlisting by Application Form Knowledge Demonstrable evidence of a working knowledge of computerised accounting systems, LMS, and financial systems and protocols used in schools. Shortlisting by Application Form Skills / Abilities Evidence of proficiency in the 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 a working knowledge of the principles and methods of book-keeping. Interview Skills / Abilities Demonstrable effective people management skills to successfully motivate and manage a team Excellent interpersonal and communication skills Effective planning and organisational skills and an ability to work under pressure to meet deadlines Proven effective problem solving and decision making skills Evidence of an ability to build effective working relationships with internal and external stakeholders. Interview Values Orientation Evidence of how your experience and approach to work reflect the School’s Values/ethos. You will find information about our Values on the 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 Demonstrable experience of producing budgetary estimates. Evidence of experience of working with other agencies. 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 role involves providing confidential administrative and secretarial support to the Headmaster and Board of Governors while acting as the school's Data Controller. Responsibilities include managing finance, personnel recruitment, payroll, and ensuring compliance with GDPR and statutory regulations.