Bursar/Administrator

Bursar/Administrator (Job Reference: 26000461)Primary Location : Derry/Londonderry-Maghera-St Patrick's College MagheraContract Type : PermanentDuration of Contract/Contract End Date : n/aStatus : Full-TimeContract Options : All Year Round (E.g. 52 week contract)Hours per Week : 36 hpwWorking Pattern : 8.30am to 4.30pmGrade/Scale : Administrative Officer | NJC pts 29 - 32 | £39,862 - £42,839 per annumAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : TBCAdditional Information: n/aJOB DESCRIPTIONJOB TITLE: Bursar – Administrative OfficerREPORTS TO: PrincipalJOB PURPOSETo be responsible for all matters of school management relating to Finance, Building, Equipment, Non-Teaching Staff and General Administration.MAIN DUTIES AND RESPONSIBILITIESThe Bursar will work closely with the Principal and Vice-Principal/s and will participate in formal planning, decision making, implementation and monitoring.FinanceIn keeping with the EA scheme for LMS the Bursar will develop and monitor financial administrative structures within the school. This will include:Preparing estimates of annual expenditure, drawing up the annual budget plan, having it thoroughly analysed and presented to Principal and Governors. The annual budget shall be determined and notified to the EA by the appropriate date.Monitoring and controlling all finances within the schoolPreparing financial and other reports, in connection with the administration of the school’s budget, including regular updating for all budget holdersCalculating and allocating department budgets for resources and reprographicsPreparing Salary Review Letters for Teaching StaffMonitoring and controlling all school based accounts to ensure that proper records are kept, and that proper procedures are followedEnsuring all purchasing and requisition procedures are adhered toBeing responsible for purchasing all capital items, furniture and fittingsActing as Secretary to the Finance CommitteeOverseeing and monitoring the collection of school feesOverseeing petty cash and banking proceduresChecking and reconciling the EA monthly budget and expenditure report and advising the Principal of any issues that ariseAdministrationThe Bursar will be Office Manager and will be responsible for providing an efficient and effective administrative support structure for the school. This will involve responsibility for the work of secretarial, clerical, ancillary, auxiliary, cleaning and security staff. This will include:Monitoring the attendance of all members of non-teaching staff and implementing the EA’s managing attendance at work policyApproving the appointment of replacements for absent staff in liaison with supervisors, and interviewing and vetting applicantsMonitoring the work of all ancillary and auxiliary staff and taking action where appropriateApproving the salary returns for all ancillary and auxiliary staffsUndertaking all arrangements associated with the appointment of non- teaching staffOrganising and overseeing the arrangements for enrolment of students including dealing with enquiries, admissions, registration and maintenance of student recordsMaintaining personnel records for all teaching and non-teaching staffBuilding, Plant and EquipmentThe Bursar will be responsible for the maintenance of all buildings, plant and equipment to the required standard, in liaison with Contracts Manager, BESs, and Interserve. This will include:Liaising with the EA’s Maintenance DepartmentOrganising and overseeing maintenance work carried out under the LMS budgetKeeping records of all work doneEnsuring that all plant and equipment are properly maintained and proper records maintainedEnsuring that the general security of the school site is of appropriate standards at all timesLiaising with all external bodies using the school premises to ensure that proper arrangements and insurance are in placeEnsuring that effective Health & Safety measures are in operationEstablishing and operating a booking system for the school minibus, and maintaining log books for sameEnsuring that school minibuses are properly maintained, that insurance, PSV and tax are kept up to date and that minibuses are securely garagedBooking buses for school use when school minibuses are not appropriate or availableEstablishing and maintaining a capital inventory of school equipmentOrganising the Letting of Premises to external bodies ie Club applications, schedule, insurance cover, issue of invoices and receipt paymentExternal AgenciesThe Bursar will be required to maintain effective liaison with external agencies including DENI, CCMS and the EA.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 SPECIFICATIONNOTES TO JOB APPLICANTSYou 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 CRITERIAThe 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.FactorEssential CriteriaMethod of AssessmentQualificationsA bachelor’s degree in Business Studies, Finance or Accountancy (Regulated Qualifications Framework Level 6), or an equivalent or higher qualification.Professional Accountancy QualificationShortlisting by Application FormExperienceA minimum of 3 years’ experience working in a finance and administration roleDemonstrable working experience of preparing financial accountsA minimum of 3 years’ experience of managing staff and other resourcesShortlisting by Application FormKnowledgeDemonstrable evidence of a working knowledge of computerised accounting systems, LMS, and financial systems and protocols used in schoolsShortlisting by Application FormSkills / AbilitiesEvidence of proficiency in the use of Microsoft Word, Excel, PowerPoint and OutlookShortlisting by Application FormSECTION 2 - ESSENTIAL CRITERIAThe following are additional essential criteria which will be measured during the interview/selection stage.FactorEssential CriteriaMethod of AssessmentKnowledgeEvidence of a working knowledge of the principles and methods of book-keepingInterviewSkills / AbilitiesDemonstrable effective people management skills to successfully motivate and manage a teamExcellent interpersonal and communication skillsEffective planning and organisational skills and an ability to work under pressure to meet deadlinesProven effective problem solving and decision making skillsEvidence of an ability to build effective working relationships with internal and external stakeholdersInterviewValues OrientationEvidence of how your experience and approach to work reflect the School’s Values/ethos.InterviewSECTION 3 - DESIRABLE CRITERIASome 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.FactorDesirable CriteriaMethod of AssessmentQualifications / ExperienceDemonstrable experience of producing budgetary estimatesEvidence of experience of working with other agenciesShortlisting by Application FormDISCLOSURE OF CRIMINAL BACKGROUNDThe 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. #J-18808-Ljbffr National Instruments