Executive Officer

4 weeks ago

Christchurch, New Zealand St Thomas Of Canterbury College Full time

St Thomas of Canterbury College – Sockburn, South Island
St Thomas of Canterbury College Executive Officer Position - Fulltime, Permanent

St Thomas of Canterbury College is a state integrated Catholic secondary school for boys, recognised for its innovative, socially just and inclusive approach to boys' learning. We encourage our students to understand the structures which cause social injustice and to have compassion and action for those at the margins of society.
We are seeking an enthusiastic Executive Officer who forms strong relationships and works well in a dynamic team environment.
Please send your CV and covering letter to Steve Hart, Principal – c/- Jo Fitzgerald, Principal's PA, ******
The position is full time, permanent with a start date of 28 January 2025. Applications close on Friday 1 November at 12 pm.
Job Description Position: Executive Officer
Reports to: General Manager
Responsible for: Finance and Administration
Primary Objective: The Executive Officer is responsible to the General Manager and is the school's Financial Manager.
Relationship with: Senior Leadership Team, Property Manager, Heads of Department, all other staff, parents, caregivers and students.
Personal Qualities and Skills: The appointee will have:
Excellent interpersonal skills
Excellent oral and written communication skills
Strong analytical skills with noted attention to detail
A high degree of integrity and professionalism
Advanced skills and knowledge to anticipate, identify and resolve complex problems, combined with initiative and the ability to multitask
An ability to work under pressure and meet deadlines within a dynamic environment
The ability to work collaboratively and collegially
A sense of compassion and empathy
Key Skills Required: A high level of skills in financial systems, budget management and compliance combined with accounting experience
A professional demeanor in dealing with the public, staff and students in order to deliver a high quality service
A skilled and professional communicator, able to relate to a diverse group of staff, students and the public
Be proficient in using Microsoft Office with the ability to quickly learn in-house packages
Overview of the Position Duties include:
Oversight of the financial management of the school
Setting and monitoring of budgets
Oversight of all payments, receipts and investments
Maintenance of financial records and systems
Oversight of purchasing and servicing suppliers
Oversight of leases and servicing contracts
Asset Register Management
Oversight of finance in relation to property
External Stakeholder Management (including Ministry of Education)
Human Resource duties (including staff pay queries)
International invoicing and receipting
The position holder may also be tasked to complete other duties as required by the General Manager/Principal.
Key Performance Areas: Finance Control and preparation of annual budget in consultation with Principal, General Manager, Head of Departments and other budget holders
Regular management accounting reports presented to Finance Committee and School Board
Prepare annual accounts to audit standards
Maintain Asset Register
Manage outside contracts e.g. telephone supply, photocopiers etc.
Review and confirm appropriate insurance cover
Oversight of all debtors and creditors
Signatory to all accounts including cheque account for emergency cheque payments
Manage school cash flow and investments
Manage all contracts in terms of finance
Manage canteen agreement
File GST returns
Oversee grants and make applications where possible

Payroll Salary payments and scales to all staff managed efficiently
Appropriate records kept of support staff salary scales
Payroll toolkit. Monitoring banked staffing
Coding of SUE report for support staff and relief teachers
Knowledge and interpretation of the five collective employment agreements for staffing in schools

Property Management Preparation of 10 Year Property Plan in consultation with General Manager, Property Manager and consultants
Preparation of 5 Year Capital/Modernisation Budget in consultation with General Manager, Property Manager and consultants
Manage maintenance of buildings in consultation with General Manager and Property Manager
Oversee the management of vehicles/trailers in respect of servicing, WOFs, registrations, policies and procedures.

International Work closely with International Director in the following areas: Receipting of student fees
Fortnightly payments to host families
Invoicing of international students
Arranging student insurance where applicable

Human Resources Work positively and professionally with all staff
Oversight of finance and administration including annual appraisals
Work closely with General Manager and Principal to ensure the support staff team is valued and works efficiently
Advise Principal and General Manager of relevant contract issues

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