Job Description
Our school is committed to safeguarding and promoting the welfare of children and young adults and expects all staff and volunteers to share this commitment.
Post title: School Administrator
Contract Type: Full time, permanent
Hours of work: 8.00 am to 5:00 pm, Monday-Friday All Year Round with up to 40 days annual leave during the school holiday periods
Remuneration: £25-30k depending on qualifications, experience and holiday agreements
Responsible to: Principal
Main Purpose of the Role
· To be responsible for confidential secretarial, administration and clerical duties relating to all aspects of the school, including management of diary, correspondence, record keeping, minute taking and organising meetings plus school events
· To be responsible for all confidential secretarial, administration and clerical duties required by school staff including SLT and Registrar/HR Manager
· To ensure that staff, parents, pupils, visitors and third parties receive a personalised and professional service
· Work as part of the Administration Team and act as Reception for the School
· Maintain accurate attendance records for students transferring daily formregister data to the attendance spreadsheet on a daily basis
· Ensure that all absences, late arrivals and early finishes are recorded andchecked with parents for permissions.
Main Responsibilities
Reception Duties
· Greeting visitors, directing visitors for other departments and keeping a register of visitors on the School premises. Ensuring all visitors are met in line with Safeguarding requirements.
· Answering incoming telephone calls.
· Dealing with enquiries, whether by e-mail, post, telephone or in person, politely, efficiently and effectively.
· Receiving deliveries and keeping safe. Organising distribution as appropriate.
· Dealing with pupil and staff enquiries.
· Keeping and effectively monitoring records of Attendance
· Effective onward distribution of all enquiries for other departments and/or staff. Monitoring response if applicable.
· General office duties e.g. typing, completing internal forms, e-mailing, filing and database entry.
· Sending all-parent communications via email and occasional communications by post
· Post: opening and distribution of incoming post; taking post (external and internal) to and from the Senior Staff Room every day; preparing outgoing post for despatch; taking outgoing post to the Post Office when necessary
· Preparation and transmission of group mailings, whether electronic (using School comms or equivalent software) or by post.
· Liaising with appropriate departments and staff to ensure that relevant information is passed on in a timely and accurate manner
· Following morning and afternoon registration, completing the process of pupil registration, including chasing up unauthorised absence. Generating attendance reports as required. Control of the signing in/out book, ensuring that pupils doing so have proper authority.
· When the fire alarm sounds, collecting the pupil attendance and visitor registers and attending the assembly point to report this information to the appropriate member(s) of staff
· Promoting and safeguarding the welfare of children and young persons for whom you are responsible or come into contact with.
· First Aid cover
Administration
· Secretarial assistance to the Principal when required.
· Updating Admissions Register, form and class lists and staff lists.
· Keep and maintain records of Student Attendance, review absences in line with mandatory reporting and liaise with Principal, then notify Parents and/or Local Authority when attendances do not meet thresholds
· Photocopiers: call out engineer, when required.
· Book School photographs, make arrangements for the day and distribute proofs, collect orders and liaise with photographers.
· Liaise with Parents, Staff and/or Visitors regarding events.
· Deal with external hire enquiries and make arrangements for hire for school events.
· Assisting with the organisation of school events e.g. Speech Day, regional meetings, Open Days, staff meetings as required, both on the day and in advance.
· Any other administration necessary to ensure the School meets its statutory obligations.
Registration and Admissions:
· Sending prospectuses to prospective parents.
· Arrange prospective pupil/parent visits.
· Follow up on enquiries and prospective pupil/parent visits.
· Database entry.
· Contacting new pupils’ previous schools, printing reports and their electronic storage.
Parent Payment Systems:
· Set up parents and charges (for trips, clubs etc.) on School Money billing software as required.
· Monitor payments and reconcile with bank statements.
· Provide lists for staff of those who have paid to participate in activity.
· Chase up non-payment and ensure that children are not allowed to participate in activity until payment is received.
· Lunches: create and maintain lunch lists, distribute to form tutors in attendance registers. Place orders with lunch provider for school lunches and monitor delivery, satisfaction, meet with provider when necessary for feedback etc.
Other :
· Ordering: ordering of all stationery and other requisite supplies.
· Management of school diary.
· Ensure the SLT is briefed for all meetings with relevant correspondence.
· Open correspondence addressed to the school and take appropriate action
· Oversee school trips correspondence
· Proof-read school correspondence including reports then send to parents via email or post
· Attendance duties/registers
· Help with organising of school events including Prize Giving
· Manage hospitality for meetings and events/functions throughout the year
· Receive and appropriately deal with email correspondence
· Photocopying/scanning documentation as required
· Organise and oversee school photographs
· Undergo First Aid Training and provide First Aid assistance when required.
· Be fully conversant with GDPR
This list is not intended to be exhaustive and the School reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the School’s business.
Other General Responsibilities
· Occasionally give tours of school if required, keeping notes on database (Highrise)
· Prepare and send the School Newsletter
· Update, prepare and send The New Parent Handbook and forms to all new families, including details of uniform procurement
· Keep and offer ‘nearly-new’ uniform to parents
· Add new starters to ManageBac
· To maintain a high degree of confidentiality and respond positively with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken
· Liaise with whole school staff to order school supplies as necessary
· To act as point of contact for visitors to the school ensuring all visitors sign in and out of the building and wear their ‘Visitor’ badge at all times
· Filing and archiving as required
· Answer incoming calls and ensure they are referred to staff as appropriate
· Operate as a flexible member of the Non-Teaching staff, providing administrative support as necessary to facilitate a ‘One Team’ approach
· To operate office equipment e.g. computers, copiers and phones
· To use Microsoft packages as required to produce correspondence, spreadsheets and reports
· To be aware of and comply with all school policies and procedures, in particular those relating to safeguarding, health and safety, confidentiality and data protection, reporting any concerns to an appropriate person and keeping these up to date
· Provide a high standard of customer care to all users of the school
· To be aware of and support diversity and equal opportunities for all, appreciating and supporting the role of other professionals
· To contribute to the overall ethos, work and aims of the school
· To attend and assist with open days and school events as required
· Fully and positively participate in the school’s appraisal system in order to develop and enhance personal and school performance
· To undertake all other duties commensurate with the level of the post as required, ensuring the efficient and effective running of the school.
· To attend and participate in meetings as required
· To participate in training and other learning activities
· Take minutes of meetings as required
Person Specification
Our school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
Qualifications:
Essential · GCSEs A* - C in Maths and English
Desirable · Bachelor’s degree
Method of assessment · Applicant’s certificates
Experience:
· Has worked within a busy office environment.
· Taking minutes and attending meetings.
· Working with confidential information.
· Has worked within a school environment.
· Has been a school secretary previously.
Skills:
· Excellent interpersonal skills.
· Excellent written and verbal communicator.
· Competent user of ICT systems.
· Build successful and appropriate relationships with pupils, staff, parents, and the wider community.
· The ability to work unsupervised and to prioritise work during peaks of commitment
· Excellent proof-reading skills
Knowledge:
· Knowledge of effective administrative processes and systems.
· Excellent IT skills – including intermediate or advanced level in Microsoft Word, Excel, Publisher and Power point
· Recent professional development.
· Understanding of Health and Safety requirements.
· Understanding of the importance and implementation of safeguarding procedures.
· Knowledge of Parent Mail and School Money desired but not essential as training may be provided
Personal competencies and qualities:
· Professional and efficient.
· Honest and reliable.
· Hard working.
· Motivational and inspirational.
· Confidence, commitment, and integrity.
Pay: £25,000.00-£30,000.00 per year
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Referral programme
Application question(s):
- Have you worked in a similar role before?
Experience:
- Clerical: 3 years (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
