Administrative Executive

Position Overview:

The Administrative Executive will undertake a range of administrative and operational duties to support the school principal. The purpose of the role is to reduce the administrative workload of the principal and enhance the overall operation of the school.The role is being trialled as part of an Action Research Project funded by the Department of Education and Youth, to reduce the administrative workload on school Principals in order to free up time for the leading of teaching and learning. Part of the role will involve engaging with external evaluators.Key DetailsContract Type & Duration: 3 Year Fixed Purpose contractHours: Full-time hours – 35 hours net per week.Reporting to: School PrincipalLocation: Ballymahon Vocational School, Ballymahon, Co. LongfordJOB DESCRIPTIONKey Role Responsibilities:1. Finance and Resource Management: e.g.– Provide support for budgeting, payments, and maintaining financial records.– Support the Principal to meet the school’s financial compliance requirements.– Provide support to the Principal in managing procurement and implementing public procurement best practices.2. HR Administrative Support: e.g.– Support the Principal in relation to school recruitment needs as required and coordinate with the ETB– Ensure that personnel documentation is up-to-date and compliant.– Support the Principal in the organisation of substitute teachers and SNAs.3. Digital and IT System Management: e.g.– Supporting the management and maintenance of the school’s digital and IT systems.– Ensure systems are compliant and secure.4. Health and Safety Management: e.g.– Conduct regular H&S Risk Assessments, ensure compliance with legal and safety regulations, and determine ways of reducing risk.– Ensure the appropriate maintenance and retention of H&S records– Liaise with external H&S authorities and the ETB as necessary.5. Facilities Management and Building Development– Support the Principal in building management activities and Groundskeeping and manage maintenance and building contracts.– Support the maintenance and building procurement.6. Compliance Management Systems– Support the Principal to ensure the compliant operation of the school in a range of areas including GDPR/data protection, SEAI returns, and copyright licensing.7. Policy, Strategy and Action Plan Management Support– Provide administrative support to the planning and delivery of school policies, strategies and actions plans.8. Supporting the Action Research Project– Actively participate in the Action Research Project by collecting and supplying data to evaluators about the tasks you carry out in this position. This may include filling out a weekly activity logs, answering questionnaires, engaging with field research or similar, and engaging with peers in the same role in other schools.PERSON SPECIFICATIONCandidate ProfileThe ideal candidate will have the following education & training, knowledge and experience, skills and competencies:Education & TrainingHave obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied of vocational programme) or equivalentOrHave passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of comparable to Leaving Certificate standard or equivalent or higherOrHave appropriate relevant experience which encompasses equivalent skills and expertiseandKnowledge and Experience:Essential– Have a minimum of three (3) years’ experience in an administration role.– Demonstrable experience in financial administration such as budget management, financial record keeping, and other financial processes.– Excellent IT skills including proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and data entry software.– Proven experience in dealing with compliance matters such as data protection, health and safety, safeguarding protocols, financial audit requirements or similar.– Evidence of ability to work flexibly, both independently and collaboratively, to meet deadlines, achieve goals, and overcome challenges.– Strong communication skills with demonstrable experience in producing clear and effective written materials such as reports or similar documentation.Desirable:– Knowledge and experience of procurement processes.– A qualification/micro-credential in area relevant to the role such as administration, health and safety, data management, ICDL, or similar.SkillsThe successful candidate must have:· Excellent IT skills such as word processing and database management· A demonstrated ability to maintain confidentiality and professionalism due to the sensitive nature of school operations.· Excellent interpersonal skills with the ability to build and maintain strong working relationships with colleagues and various stakeholders.· Excellent planning and organisational skills and the ability to prioritise efficiently and effectively to manage a significant and evolving workload.· Enjoys working in a fast-paced work environment and adaptable to shifting priorities.· A willingness to take on new tasks, adapt to software not used before and learn new processes as required.Qualities:· Specialist Knowledge, Expertise and Self Development· Efficient with ICT systems· Strong Information Management/Processing & Decision Making· Highly Organised· Delivers Results & works well to deadlines· Flexible and Adaptable· Self-Reliant with Good Time Management· Team Player· Strong Interpersonal and Communication Skills· Commitment to Excellence and Drive· Thorough and Conscientious· Resilient and Persevering in the face of challenges and setbacksAPPLICATION REQUIREMENTS· Cover letter to include statements of how you have demonstrated the competencies of:o Specialist Knowledge, Expertise and Self Developmento Information Management/Processingo Delivery of Resultso Teamworko Interpersonal and Communication Skillso Professional Practice, Commitment and Drive· Referees (name, role, contact no.)· CV (Digital)

CONDITIONS OF SERVICE Terms of Appointment The appointment of this temporary Administrative Executive position will be for three years. The successful candidate will be employed by LWETB (not the Department of Education and Youth) on a 3-year fixed-purpose contract subject to a probationary period that will not exceed 12 months and will cease on completion of the pilot project. If at any time during the probation period, it appears that the appointee would not be suitable for final appointment the contract will be terminated. The Unfair Dismissals Acts 1977 to 2001 shall not apply to a dismissal consisting only of the expiry of the fixed term of this contract without its being renewed.

Salary Point 1: €51,723. All appointments will be made at the first point of this salary scale and this is nonnegotiable. An incremental salary scale applies thereafter. The rate of remuneration may be adjusted from time to time in line with government pay policy.

Reporting Structure The appointee will report directly to the school Principal.

Annual Leave LWETB’S Annual Leave Year runs from January to December. The annual leave allowance for this position is 25 days per annum. Please note your annual leave entitlement will be pro-rata based on your start date. This allowance is subject to the usual conditions regarding the granting of annual leave. All office closures (other than normal public and bank holidays and Good Friday) are incorporated in your annual leave entitlement. Leave will be granted, subject to Line Management approval, which must be sought in advance.

Termination The appointment will be terminated by one month’s notice in writing on either side.

Pension This is not a public service role and the successful candidate will not be a public servant. Therefore this post will not entitle the successful candidate to a public service pension. However, effective 1 January 2026 if you are not already enrolled in a PRSA or a pension plan, you will automatically be enrolled in the National Auto-Enrolment Retirement Savings Scheme, called My Future Fund.

Location This position will be located in Ballymahon Vocational School, Ballymahon, Co. Longford. New employees will be required to work in the relevant role for a minimum of six months to ensure they are fully trained in their job role before a hybrid working option is available to them. The six-month term may be extended at the discretion of the Principal and Director of Schools, subject to the role responsibilities. Authority to remote work is at the discretion of the Principal and Director of Schools and the maximum number of days approved for employees is two days per week.

General The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the successful candidate’s employment contract.