3. Personnel Management (Non-Teaching Staff)

The Bursar/Operations Manager will work with the Executive Officers to implement the following:

• Managing and supervising all non-teaching staff.
• Being responsible, in consultation with the Principal, for making arrangements for the appointment by the EA of all non-teaching staff to the school.
• Being available to assist at interview, at the discretion of the Principal, for the appointment of relevant non-teaching staff.
• Executing all necessary communication and maintaining a proper record of all pro-forma and necessary form filling associated with the post.
• Providing induction for all new non-teaching staff, on appointment, in consultation with the Principal.
• Assisting in the formulation and revision of relevant job descriptions for non-teaching staff as and when required by the Principal.
• 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.
• Having oversight of, initiating, and implementing computerisation of records connected with non-teaching staff in consultation with the Principal.
• Monitoring the attendance of all members of non-teaching staff and implementing the EA’s Managing Attendance Policy.
• 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.
• Liaising with caretakers regarding matters relating to the school fabric/equipment and keeping an updated record of issues requiring attention.
• Approving the salary returns for all non-teaching staff.
• Maintaining personnel records for all non-teaching staff.
• Organising annual leave for all non-teaching staff.
• 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:

• 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.
• Ensuring that adequate security measures are in place and making recommendations accordingly.
• Arranging for the annual testing of portable appliances.
• Advertising and administering the use of school premises for community purposes.

5. Administration

General

The Bursar/Operations Manager with the Executive Officers will be responsible for providing an efficient and effective administrative support structure for the school. This will include:

• Arranging for the registration and admission of new pupils including the administration of travel and uniform grant forms and ensuring the validity of claims.
• Organizing and overseeing all arrangements associated with the recruitment and selection procedure for teaching staff.
• Maintaining up to date Personnel records of teaching staff and pupils.
• 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.
• Notifying DE of any change to a teacher’s placement on the pay scale.
• Acting as personal secretary to the Principal.
• Acting as secretary to the Board of Governors and its committees.
• Acting as secretary to the SMT.
• Arranging for administrative cover to service other meetings as required.

Examinations Officer (Internal and External Examinations)

• Preparing examination entries and ensuring they reach the appropriate Boards by the required date.
• Receiving examination papers and stationery and lodging them in safe keeping until required.
• Ensuring Examination Rooms are adequately prepared for examinations.
• Issuing timetables to all pupils with details of all examination arrangements.
• Organising cover for internal examinations and for external examinations as required.
• Preparing and dispatching completed scripts as required.
• Arranging the issue of external examination results and entering them in the appropriate records.
• Preparing statistical analysis of examination results as required by the Principal.
• Keeping abreast of Examining Bodies requirements and informing staff as necessary.

C2K Co-ordinator

• Managing and co-ordinating the C2K System in the school.
• Acting as a link between the school and C2K.
• Ensuring that all staff follow the correct procedures for use of computers and the internet.
• Ensuring that necessary changes are communicated to relevant users in good time.
• Being responsible for requisitioning of equipment and materials in connection with the C2K System in the school.
• 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.
• Maintaining a proper record of all communications, transactions, and meetings.
• Overseeing the preparation of the annual statistical returns required by DENI and EA in relation to School Performance, Census Survey, and the Leavers’ Survey.
• 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.

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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