Schedule of Duties & Tasks – Part Time School Administrator .
Person Profile: You are an energetic and optimistic multi-tasker who enjoys working in a busy front-of house roll. You enjoy being around young people and working as part of a team.
Key skills and competencies:
· A minimum of 3 years’ experience in office/secretarial work or related environment. School secretarial experience is an advantage.
· Strong organisational and financial skills.
· Proven ability to collaborate with colleagues.
· Proven ability to initiate, plan and work on own initiative.
· Proven ability to work in a team environment with staff.
· Excellent communication, interpersonal skills, and ICT skills.
· Willingness to engage in appropriate training.
· Understanding of the importance of confidentiality.
· Commitment to the Educate Together ethos and to building positive relationships.
Key Responsibilities:
Reception Duties include:
· Greeting/managing all visitors/ queries to the school.
· Frontline phone answering. Secretary will redirect calls or not, as appropriate, to principal/ staff.
Secretarial Duties include:
· Acting as secretary to the principal.
· Managing principal’s diary.
· Opening and distributing post.
· Drafting letters, memos and minutes.
· Preparing room for Board meetings, Interviews ( incl kettle, cups, tea etc.).
· Managing and updating all school databases and online records - including Vsware, P.Pod, Athena, Libresoft, Unique school app and school website.
· Creating process signs/notices for around the school using the school logo and branding.
· Photocopying as well as managing maintenance of photocopier (filling with paper, releasing paper jams, emptying toner container etc.)
· Arranging service of the photocopying machines.
· Maintaining a tidy, organised office/admin area.
· Setting up and using the parent and other group emails and texts (amend phone numbers as necessary).
Administration and finance duties include:
· Maintaining school accounts to a high level.
· Liaising with school accountant to ensure accounts are audited and forwarded to FSSU each year.
· Being a member of the Board’s Financial Sub-Committee (FSC), preparing and presenting financial reports and accounts to same committee.
· Preparing cheque requisitions, invoices, cheques, compliment slips and labeled envelopes, ready for the 2 signatories.
· Managing online banking for the school.
· Coordinating and managing online payments.
· Placing orders for standard supplies - domestic, cleaning/sanitary supplies, stationery and teaching/learning.
· Ordering buses, coaches for tours.
· Assisting with organisation of parent/student teacher meetings.
· Assisting with admin and organisation of interviews.
· Managing Payroll and set up of staff for school and DE payroll
· Attending to deliveries – cross checking contents with delivery sheet, reporting errors/ clarifying original order with company.
· Purchasing provisions for guest lunches, tea/biscuits for visitors etc.
· Accounting work and cash handling.
· Updating excel sheets re: spending of grants and book bill income.
· Assisting with completion, downloading, and printing of Junior Cycle Profiles of Achievement (JCPA).
· Recording, file and maintain an inventory of school resources in conjunction with teachers.
Enrolment/Admissions duties include:
· Being familiar with the school’s Admissions Policy.
· Answering queries with regards to Admissions.
· Preparing all paperwork needed for admissions.
· Updating and distributing application forms.
· Taking charge of copying birth certs, education passports, psychological reports for new students.
· Processing of applications according to Admissions Policy.
· Prepare letters/emails informing the parents of the outcome and following up with enrolment documentation and setting up of students on school systems.
· Managing the Transfer applications and waiting lists
Other Tasks Include:
· Working in close co-operation with Board of Management, Principal and Deputy Principal and performing work requested by them.
· Assisitng with recrutiment paperwork and interveiws.
· Entering new substitute details (teachers and SNAs) and weekly entry of leave and claims of teachers and SNAs on DES On-Line Claims System (OLCS)
· Using VSware School management system. Processing attendance data received electronically from teachers and assist in the preparation of this for DE.
· Other duties assigned by the principal or their nominated agent and related to the post of School Administrator.
Pay: €350.00-€400.00 per week
Work Location: In person
