Senior Administrator

JOB DESCRIPTION Post Title: Bursar /Operations Manager (SMT) School: St Patricks College Maghera Salary Scale: SCP33-36 (SAO) Hours: 36 hpw Responsible to: The Principal Job Purpose: To be responsible for all matters of school management relating to finance, personnel management (non teaching staff), estates management and general administration. Duties: The post of Bursar/Operations Manager will be a senior administrative post in the school responsible to the Principal in all matters of school management relating to finance, personnel management (non teaching staff), estates management and general administration. The Bursar/Operations Manager will work closely with the Principal, Vice-Principals and Executive Officers and will participate in forward planning, decision making, implementation and evaluation. 1 Strategic Roles The Bursar/Operations Manager will be responsible to the Principal as their line manager and will be a full member of the Senior Management Team (SMT) As such they will be: (a) Responsible for strategic planning aspects including all financial implications and ensuring that the school makes the best possible use of resources available. (b) Responsible for all the disciplines of Finance, Personnel Management (non teaching staff), Estates Management, general Administration, and all matters within the management of the school which are supportive to, but do not involve, the teaching function. (c) Responsible for effective ‘Risk Management’, for example, in Health and Safety and in the management of any third party service contracts. (d) Maintaining confidentiality in all aspects of the job. 2 Finance In keeping with the EA’s scheme for LMS, the Bursar/Operations Manager will establish, develop and monitor the financial administrative structures within the school. This will include: (a) Preparing estimates of annual expenditure in relation to Teachers’ Salaries and all other items of expenditure. (b) Devising and implementing appropriate policies and procedures to monitor and control and disburse all finances delegated to the school under LMS, keeping the Principal informed on an ongoing basis regarding the current state of the school finances, providing relevant figures and required projections as requested and advising management in good time of any impending areas of possible concern. (c) Preparing financial and other reports in connection with the administration of the school’s budget in order to advise the Principal and the Board of Governors on financial issues and providing information as necessary. (d) Leading the school Finance Committee in dealing with all relevant issues, providing reports and updating information for Principal and staff. (e) Drawing up the annual budget plan, having it thoroughly analysed and presented to Principal and Governors and being suitably informed to advise same, in good time or as requested. In any event, the annual budget with expenditure allocated for the school, consistent with the financial provision, shall be determined and notified to the area board by the appropriate date each year. (f) Ensuring that all purchasing procedures are adhered to. (g) Being responsible for the purchase of all capital items, furniture and fittings. (h) Calculating and allocating budgets for resources and reprographics in liaison with the Executive Officers. (i) Having oversight of the LMS and personnel aspects of the LMS budget module ensuring that contractual and salary related data are kept up-to-date and being responsible for the production and issue of the annual salary review letters for teaching staff in conjunction with the Principal. 3 Personnel Management (Non-Teaching Staff) The Bursar/Operations Manager will work with the Executive Officers to emplement the following: (a) Managing and supervising all non-teaching staff. (b) Being responsible, in consultation with the Principal, for making arrangements for the appointment by the EA of all non-teaching staff to the school. (c) Being available to assist at interview, at the discretion of the Principal, for the appointment of relevant non-teaching staff. (d) Executing all necessary communication and maintaining a proper record of all pro-forma and necessary form filling associated with the post. (e) Providing induction for all new non-teaching staff, on appointment, in consultation with the Principal. (f) Assisting in the formulation and revision of relevant job descriptions for non-teaching staff as and when required by the Principal. (g) Maintaining a confidential system of filing and recording of documentation and communication for the EA in relation to terms and conditions and matters relevant to the posts of non-teaching staff. (h) Having oversight of, initiating and implementing computerisation of records connected with non-teaching staff in consultation with the Principal. (i) Monitoring the attendance of all members of non-teaching staff and implementing the EA’s Managing Attendance Policy. (j) Establishing work schedules for and monitoring the work of all non-teaching staff. Taking action to ensure proper standards of work are produced at all times. (k) Liaising with caretakers regarding matters relating to the school fabric/equipment and keeping an updated record of issues requiring attention. (l) Approving the salary returns for all non-teaching staff. (m) Maintaining personnel records for all non-teaching staff. (n) Organising annual leave for all non-teaching staff. (o) Being responsible for staff development and training of all non-teaching staff. 4 Estates Management The Bursar/Operations Manager will be responsible with the Executive Officers for the buildings and their contents. This will include: (a) Ensuring the maintenance of all buildings, plant and equipment to the required standards in order that effective health and safety measures are in operation. This will include close liaison with the Board’s Maintenance Department, the keeping of records of all work done and establishing and maintaining a detailed inventory of all equipment. (b) Ensuring that adequate security measures are in place and making recommendations accordingly. (c) Arranging for the annual testing of portable appliances. (d) Advertising and administering the use of school premises for community purposes. 5 Administration General The Bursar/Operations Manager with the Executives Officers will be responsible for providing an efficient and effective administrative support structure for the school. This will include: (a) Arranging for the registration and admission of new pupils including the administration of travel and uniform grant forms and ensuring the validity of claims. (b) Organizing and overseeing all arrangements associated with the recruitment and selection procedure for teaching staff. (c) Maintaining up to date Personnel records of teaching staff and pupils. (d) Overseeing the preparation of permanent, part-time and temporary teachers’ returns for DE - ensuring cost centre codes are correct, dealing with any queries from DE and advising the Principal and/or Vice Principals of any implications and/or action required. (e) Notifying DE of any change to a teacher’s placement on the pay scale. (f) Acting as personal secretary to the Principal (g) Acting as secretary to the Board of Governors and its committees. (h) Acting as secretary to the SMT. (i) Arranging for administrative cover to service other meetings as required. Examinations Officer (Internal and External Examinations) (a) Preparing examination entries and ensuring they reach the appropriate Boards by the required date. (b) Receiving examination papers and stationery and lodging them in safe keeping until required. (c) Ensuring Examination Rooms are adequately prepared for examinations. (d) Issuing timetables to all pupils with details of all examination arrangements. (e) Organising cover for internal examinations and for external examinations as required. (f) Preparing and dispatching completed scripts as required. (g) Arranging the issue of external examination results and entering them in the appropriate records. (h) Preparing statistical analysis of examination results as required by the Principal. (i) Keeping abreast of Examining Bodies requirements and informing staff as necessary. C2K Co-ordinator (a) Managing and co-ordinating the C2K System in the school. (b) Acting as a link between the school and C2K. (c) Ensuring that all staff follow the correct procedures for use of computers and the internet. (d) Ensuring that necessary changes are communicated to relevant users in good time. (e) Being responsible for requisitioning of equipment and materials in connection with the C2K System in the school. (f) Ensuring the prompt attention to maintenance problems regarding hardware and software and establishing lines of communication to relevant sources, in order that repairs are implemented immediately. (g) Maintaining a proper record of all communications, transactions and meetings. (h) Overseeing the preparation of the annual statistical returns required by DENI and EA in relation to School Performance, Census Survey and the Leavers’ Survey. (i) Preparing statistics for internal use. The Bursar/Operations Manager will undertake any additional duties as assigned by the Principal and agreed by the post holder. This position will require sensitivity to the highly confidential nature of the work. In all areas of the post the Bursar/Operations Manager will be required to maintain effective liaison with external agencies including DE and EA. Evaluated: SEELB 12 January 2004 This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time. In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times. To view the summary of terms and conditions for this post, click here. 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 an administration role A minimum of 3 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 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 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