JOB PURPOSE
The post holder is responsible for the management, design and delivery of a range of training, advisory and support services to schools in order that they can make effective use of the Resource modules of the Management Information System including the Financial Management System, Fees, Pegasus Payroll Software, the Personnel module and the Equipment Register module, along with other relevant aspects of their Management Information Systems, especially in the many areas where linkage to financial reports can enhance the data available to senior managers in schools and thus improve decision-making.
This is achieved through the post holders contribution to the development of an overall implementation and post implementation strategy and the provision of training, school based support and Service Desk facilities for this suite of software. The post holder is also required to assist with the general support for other core and administrative software modules. Furthermore, the post holder is required to supervise aspects of the work of other staff.
As C2k operates on a province wide basis applicants should note that they may be required to support the work of the Project in more than one Education Authority area.
MAIN DUTIES AND RESPONSIBILITIES
To promote the effective use of the Management Information System in schools the officer will be required to:
SCHOOL SUPPORT
1. Manage and design an effective implementation strategy, in respect of the Resource Modules of school management information systems, ensuring that the diverse needs of Controlled, Maintained, Voluntary Grammar and Grant-Maintained Integrated Schools in the Primary, Post-primary and Special sectors are best met within both cash accounting and accruals accounting environments.
2. Provide high quality advice, consultancy, guidance, Service Desk and on-site support to schools, across all EA and the Voluntary Grammar and Grant- Maintained sectors, in the establishment of computerised systems for:-
3. Financial and Management AccountingBudget Planning and Control
4. Personnel Management (Salary Projections to facilitate the establishment of accurate salary commitment information to be used by the Principal for budgetary control and budget planning purposes.)Purchase Order and Commitment AccountingAccounts PayableGeneral Ledger ManagementReconciliation of accountsAccounts Receivable (VG)Student Billing/Fees Management (VG)Payroll Management (VG/GMI)Inventory ManagementElectronic Data Interchange to achieve inter-operability between systems ensuring that transactions can take place securelyBACS, e-Business solutions
5. Manage, design and develop effective training systems, courses and other presentation materials suitable for Principals, Senior Teaching Staff, Bursars, Accountants and Administrative Staff in the resource elements of the Management Information System in schools.
6. Design and maintain an effective process for the identification of the training needs of schools in the Resources elements of the Management Information System.
7. Organise and deliver high quality training to Principals, Vice-Principals, Senior Teaching Staff, Bursars, Accountants and School Administrative Staff.
8. Design and make presentations and overviews for EA Senior Finance Staff, Boards of Governors, and other appropriate external agencies.
9. Provide advice and guidance to School Managers that enable them to realise the opportunities afforded by enhanced capabilities in the Resource Modules to support strategic financial planning.
10. Provide first line expert advice and guidance on the set-up and customisation of the Resources Modules in the different accounting environments in EA, Voluntary Grammar, Grant-Maintained Integrated and Special schools.
11. Promote good practice by senior school managers in the use of the resource modules and support effective management accounting within the organisation by drawing attention to any apparently uneconomic or unsatisfactory practice or policy.
12. Provide advice and guidance as appropriate to schools on security and internal control procedures relevant to different financial environments.
13. Provide ongoing advice and support to schools in the reconciliation and verification of financial information between internal and external systems. Confirm the integrity and reliability of that and other data provided to school managers and external bodies to support effective decision-making.
14. Advise and support VG/GMI schools on the development and adaptation of financial information to enable them to fulfil their external reporting obligations to DE, and other external bodies.
15. Prioritise tasks in a rapidly changing environment with due consideration to work in progress, Service Desk calls, on-site support requests, data faults, software upgrades and delivery of training courses.
16. Carry out investigations, as appropriate, in conjunction with senior EA and DE staff on confidential, contentious and sensitive issues.
SYSTEM DEVELOPMENT
17. Contribute to the development of the Resources Modules through system improvements and the testing of new software and upgrades.
18. Develop system documentation and participate in cross-project meetings to facilitate the development of project-wide guidelines;
19. Develop appropriate mechanisms to ensure quality assurance of pilot implementations of new/enhanced software in schools. Consult regularly with participating pilot schools and monitor the implementation to ensure that any issues are reported to the C2k Central Support Team.
20. Consult with schools and educational bodies to establish future development needs, ensuring that changes and enhancements meet schools, legislative, and DE/EA regulatory requirements.
21. Appreciate the benefits and opportunities offered by new and enhanced systems and the possible impact this may have on schools and other agencies in the education service.
22. Represent the Support Team at cross-project groups. Report to the Locality Manager on future developments/enhancements and possible implications on Support Team planning and staffing resources.
23. Provide progress reports and updates to Locality Manager as required.
24. Provide advice and guidance to Support Teams in the application of EA financial procedures.
25. Set up and maintain an inventory system for managing Support team equipment as required.
26. Prepare and present monthly financial reports to Locality Manager as required.
SUPERVISORY RESPONSIBILITY
27. Supervise up to 4 Senior Executive Officers operating out of a variety of locations, as required.
CONTACTS
28. Establish extensive contacts with school staff, including Principals, Senior Managers, Bursars and Administrative Staff. Provide expert advice, guidance and consultancy regarding financial management issues to staff with varying degrees of financial expertise.
29. Build and sustain good relationships within EA, DE, internal and external agencies to ensure that schools are provided with an excellent quality responsive support service.
30. Retain a professional working relationship with other team members, other implementation teams and the central support team.
GENERAL
31. Undertake any other duties, which may, from time to time, be required by the Service.