You must submit a completed application pack to apply for this role. This can be downloaded along with all other additional information by clicking APPLY NOW .
Closing date for applications: 12pm on 03/01/2025
Main Duties and Responsibilities:
Within each of these areas you will be expected to assume full responsibility within the designated limits of your authority and undertake all duties as required for the effective organisation and completion of the task. The following are examples of duties involved. This list is not exhaustive.
Under the direction of the Principal and HR Manager undertake duties associated with the effective running of the school’s administration including:
1. Administration
· Assist with the administration of examinations and assessments. Support with external exam administration including preparation of exam centre, schedules and papers.
· Manage the College Stationery Store operation, including stock control and sales. Organisation of photocopying, day to day management of copiers and consumables, assisting with Y8 stationery pack and stationery sales.
· Operate requisitioning procedures and deliveries, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
· Develop, maintain and operate manual and/or computerised information systems (FMS) in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, transport, etc. in accordance with procedures and regulations.
· Credit card reconciliations.
· Bank lodgements.
·Gift Aid.
Friends Account:
·Ensure the Friends account is up to date via the implementation and use of the PFM finance package.
· Organise photographer for annual school photographs for new Year 8 pupils, Year 11 & Year 13 and any other new pupils.
· Manage and issue locker keys on an annual basis and liaise with the caretaker regarding maintenance required throughout the year.
· Issue bus passes as required.
· Update the labels on pigeon holes annually and for new members of staff.
· Post – incoming post distributed to pigeon holes daily and outgoing post franked and recorded, ready for collection.
· Collation and publication of KS3 Merits.
· Ad hoc badges, name cards for PTM.
· Maintain First Aid supplies throughout the College including Accident Books, first aid signage and restocking of First Aid kits.
· Collate accident report summaries.
· Carry out First Aid and student welfare duties, liaising with parents/staff etc.
· Assist with the production and distribution of student and staff resources, liaising with relevant staff and suppliers in relation to proofs and printing.
· Undertake photocopying, filing and other general administration including use of College communications.
· Adhere to and ensure compliance with all College policies.
2. Reception
· Provide a professional, efficient, welcoming reception environment to pupils, parents, staff and visitors.
· Provide assistance and information to parents, staff and visitors and to students in relation to pupil information etc.
· Monitoring pupil attendance including recording all late-comers and students going to/returning from appointments.
· Receiving all visitors, issuing visitor passes and making contact with the appropriate personnel as required.
· Operation of the school’s internal/external telephone system ensuring a professional approach is maintained through salutation and customer handling skills.
· Ensure the secure storage of valuable items and confidential documentation.
· Operation of the Door Security System.
· Assist with pupil welfare duties, looking after sick pupils, liaising with parents/staff etc.
· Preparation and compilation of Accident Reports.
This job description will be subject to review in light of changing circumstances and 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.
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.