Executive Officer - Management Information Systems & Time Tabler

Executive Officer - Management Information Systems & Time Tabler (Job Reference: )Primary Location : Antrim-Antrim-Parkhall Integrated CollegeContract Type : Fixed-Term (May be subject to extension or reduced for any valid reason)Duration of Contract/Contract End Date : 31st July 2027Status : Full-TimeContract Options : Flexible working arrangements available during school holidays (E.g. Option 1, 2, 3)Hours per Week : 36 hoursWorking Pattern : Monday to Friday 8.30am to 4.30pmGrade/Scale : Executive Officer NJC pt 17- 20 £31,022 - £32,597 per annumAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : 21st June 2026Additional Information: It is intended that the interviews will take place on Thursday, 21st May 2026.EDUCATION AUTHORITYPOST TITLE/GRADE: Executive Officer - Management Information Systems (MIS) & TimetableLOCATION: Parkhall Integrated CollegeRESPONSIBLE TO: The Principal through the designated line mangerRESPONSIBLE FOR: Maximum of five staffJOB PURPOSE:To be responsible for the strategic development of the school timetable and to maintain and ensure the efficient running of the school's 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. Supervision1.1 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 duties2.1 To produce and maintain of the school timetable in liaison with the Principal and the Senior Leader: Curriculum.2.2 To continually enhance and develop the college's 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 Records3.1 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 Administration4.1 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 Education Authority staff.5. Finance5.1 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 Secretariat6.1 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 Duties7.1 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)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 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 CRITERIAThe 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.FactorEssential CriteriaMethod of AssessmentQualifications/ ExperienceHave either (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 environmentOR(B) Have a minimum of five years' experience of working in an administrative role in an office environmentHave a minimum of one year's demonstrable experience in the management and supervision of staffShortlisting by Application FormSkills / AbilitiesEvidence of proficiency in the use of computer packages, to include use of Microsoft Word, Excel, PowerPoint and OutlookShortlisting by Application FormSECTION 2 - ESSENTIAL CRITERIAThe following are additional essential criteria which will be measured during the interview/selection stage.FactorEssential CriteriaMethod of AssessmentKnowledgeEvidence of knowledge of:The requirements of an Executive Officer.General office administrative processes and records.InterviewSkills / AbilitiesProven effective planning and organisational skills and an ability to work under pressure to meet deadlinesEvidence of a customer focused approach to workDemonstrable people management and team skills to successfully motivate and manage othersEvidence of sound interpersonal and communication skillsInterviewValues OrientationEvidence 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 websiteInterviewSECTION 3 - DESIRABLE CRITERIASome 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.FactorDesirable CriteriaMethod of AssessmentQualifications / ExperienceHave a minimum of one year's experience of working in an administrative role within a school environmentDemonstrable experience of operating schools-based computer applications/systems within a school setting (eg C2K SIMS)Shortlisting by Application FormDISCLOSURE OF CRIMINAL BACKGROUNDThe 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.