Office Manager (SEO) (Job Reference: 26004220)
Primary Location : Down-Bangor-Glenlola Collegiate
Contract Type : Permanent
Duration of Contract/Contract End Date : n/a
Status : Full-Time
Contract Options : Flexible working arrangements available during school holidays (E.g. Option 1, 2, 3)
Hours per Week : 36 hours per week
Working Pattern : Monday - Friday (8.00am - 4.00pm)
Grade/Scale : Senior Executive Officer | NJC pts 23 - 26 | £34,434 - £37,280 per annum
Additional Allowance(s) : Not Applicable
Anticipated Interview Date(s) : Interviews will take place before 30 June 2026
Additional Information: n/a
JOB DESCRIPTION
JOB TITLE: Senior Executive Officer
REPORTS TO: School Principal
RESPONSIBLE FOR: Support staff
JOB PURPOSE
To be responsible for matters of school management relating to general administration, finance and non-teaching staff.
MAIN DUTIES AND RESPONSIBILITIES
Supervision
- Supervision of appropriate staff including the management and allocation of duties. (Supervision is defined as having full permanent accountability for planning and coordinating the quantity and quality of work as well as managing issues relating to discipline and welfare).
- Identify and provide on the job training to appropriate staff.
General administration
- Provide administrative, clerical and secretarial support for the 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 records/returns 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
- Develop, control, monitor and report on all financial systems as appropriate including the school’s delegated budget and financial management systems cost centres.
- Responsible for all cash handling and banking arrangements.
- Contact with relevant personnel and provide appropriate support in relation to financial procedures.
Estate Management
- Co-operate with appropriate staff in the administration of maintenance, decorative and minor building works including the issue of works orders and costings.
Other duties
- Assist work placement students with practical tasks and assignments within the school office (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.
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
- 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.
Qualifications/ Experience
Have either (A) or (B):
- A third level qualification (UK Qualification and Credit Framework Level 4), or an equivalent or higher qualification in business, finance or administration PLUS have a minimum of two years’ experience working in an administrative and/or finance role
OR
- Five years’ experience working in an administrative and/or finance role
Shortlisting by Application Form
Demonstrable evidence of proficiency in the use of computer packages, to include 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.
Evidence of knowledge of the requirements of a Senior Executive Officer
Proven effective planning and organisational skills and an ability to work under pressure to meet deadlines
Evidence of a customer focused approach to work
Demonstrable people management and team skills to successfully motivate and manage others
Evidence of sound interpersonal and communication skills
Evidence 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 website
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.
Evidence of experience in the use of computerised financial systems
Evidence of experience in using the C2K system and finance management system software
Evidence of experience of working in a school or college setting
Demonstrable working knowledge of the Local Management in Schools Scheme
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.
