JOB PURPOSE To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors and assist with the organisation and management of the school office.
MAIN DUTIES AND RESPONSIBILITIES Supervision Allocate, control and monitor work of appropriate staff.
Identify and provide on the job training to appropriate staff.
Note: This is a discretionary element of the job description.
The grade may be awarded if supervision is not a component of the post.
General Administrative Processes and Records Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors.
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.
Complete and submit all returns/records as required.
Contact with relevant personnel to receive and provide information.
Purchasing and Supplies Administration Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
Stock control of resources.
Arrange for the maintenance of equipment in association with other school and board staff.
Finance Receive, receipt and account for all cash.
Bank monies and maintain banking records.
Communicate with relevant personnel and provide assistance in relation to financial procedures.
Reception, Secretarial and Secretariat Operate the telephone/switchboard, receive visitors and provide hospitality as required.
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.
Sort, screen and distribute all mail.
Ensure the secure storage of valuable items and confidential documentation.
Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.
Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff within the school.
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.
Keep staff, pupils and parents informed of matters relating to school activities.
Service meetings and draft minutes as required.
Other duties Assist work placement students with practical tasks and assignments within the school officer (where appropriate).
Such other duties as may be assigned within the level of the job.
FLEXIBLE WORKING OPTIONS AVAILABLE OPTION 1 You are required to be on duty during school term plus two additional weeks.
The timing of the two additional weeks is at the discretion of the Principal of the school.
OR OPTION 2 You are required to be on duty for the contracted weekly hours, working during periods of school closure except when on annual leave or other authorised absence.
Duties will normally be provided by the school.
However, where necessary, alternative work and/or training will be provided by the Authority at any other such place of employment as may be reasonably required.
OR OPTION 3 To work as for option 2 with a further option to request periods of unpaid leave during extended school holidays or closures.