Conquest School is committed to creating a diverse workforce. We will consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.
Job Purpose
Conquest School is seeking an experienced, highly organised, proactive, and professional School Administrator to provide effective administrative support across all aspects of school operations. The successful candidate will play a key role in ensuring the efficient day-to-day running of the school, maintaining high standards of administration, safeguarding, compliance, communication, financial administration, and premises management.
The School Administrator will be responsible for overseeing and coordinating key compliance functions, including safeguarding administration, safer recruitment processes, statutory premises compliance, and Health & Safety requirements. The postholder will work closely with the Headteacher and School Business Manager to ensure the school meets all regulatory and operational requirements.
Applicants should have previous experience working within a school environment, ideally within an independent Special Educational Needs (SEN) setting, and possess excellent organisational, communication, and IT skills.
Key Responsibilities
Administration and School Operations
- Provide comprehensive administrative support to the Headteacher and Senior Leadership Team.
- Manage school records and administrative systems, ensuring accuracy, confidentiality, and compliance with GDPR requirements.
- Maintain pupil databases, attendance records, admissions information, and staff records.
- Coordinate school communications including letters, newsletters, parent correspondence, and website updates.
- Act as the first point of contact for parents, visitors, external agencies, and professionals.
- Organise meetings, appointments, annual reviews, transport arrangements, and school events.
- Ensure school policies, procedures, and documentation are appropriately maintained and regularly updated.
- Support the production and collation of reports for leadership, governors, local authorities, and external agencies.
Safeguarding and Compliance
- Support the school's safeguarding responsibilities and maintain accurate safeguarding records.
- Administer and monitor safeguarding systems, including CPOMS.
- Support the Designated Safeguarding Lead with administrative safeguarding requirements.
- Ensure safer recruitment procedures are followed and documented appropriately.
- Administer and coordinate:
- DBS checks
- Reference checks
- Right to Work verification
- Qualification verification
- Prohibition checks where required
- Single Central Record updates
- Maintain staff personnel files and compliance records in line with statutory requirements.
- Ensure all compliance documentation is maintained accurately and is readily available for inspection.
- Support inspections, audits, and regulatory visits including Ofsted, Independent School Standards inspections, Health & Safety audits, and safeguarding reviews.
Premises, Health & Safety and Compliance
- Coordinate statutory premises compliance requirements and maintain an accurate compliance calendar.
- Ensure all compliance documentation and certificates are maintained, monitored, and renewed within required timescales.
- Oversee compliance relating to:
- Health & Safety
- Fire safety
- Fire alarm systems
- Emergency lighting
- Legionella management
- Asbestos management
- Electrical testing
- Gas safety
- Water hygiene
- First aid provision
- Risk assessments
- Contractor management
- Maintain accurate records of inspections, servicing, maintenance, and remedial actions.
- Liaise with contractors, suppliers, and specialist consultants to arrange inspections, maintenance, servicing, and compliance activities.
- Monitor and report Health & Safety concerns, premises issues, defects, and compliance risks.
- Support the implementation and review of the school's Health & Safety policies and procedures.
- Maintain systems for recording accidents, incidents, near misses, and risk assessments.
- Ensure compliance records are inspection-ready and support preparations for regulatory inspections and audits.
- Assist the Senior Leadership Team in promoting a positive culture of Health & Safety throughout the school.
Financial Administration
- Assist with budget monitoring and financial administration.
- Process invoices, purchase orders, and payments in accordance with school procedures.
- Maintain accurate financial records and supporting documentation.
- Support budget reporting and financial monitoring processes.
- Monitor expenditure against budget allocations and highlight variances where appropriate.
- Liaise with suppliers and contractors to obtain quotations and manage purchasing processes.
- Ensure value for money principles are considered when obtaining goods and services.
Information Technology and Data Management
- Maintain and update school management information systems and databases.
- Demonstrate a detailed working knowledge of school administrative systems, including CPOMS.
- Produce reports and analyse data to support school improvement and operational effectiveness.
- Ensure records are maintained accurately using Microsoft Office and school management software.
- Support staff with administrative aspects of school systems where required.
- Maintain electronic and paper filing systems to ensure efficient retrieval of information.
Marketing and Communications
- Support the promotion of Conquest School through effective use of social media and digital communications.
- Create and publish engaging content for the school's website and social media channels.
- Assist in maintaining a positive public profile for the school through marketing and communication activities.
- Ensure all published content complies with safeguarding, confidentiality, and data protection requirements.
- Support marketing initiatives, school events, and admissions activities as required.
Person Specification
Essential Criteria
Qualifications
- GCSE Grade C/4 or above in English and Mathematics (or equivalent).
- Evidence of continuing professional development relevant to the role.
Experience
- Experience working in an administrative role within a school environment.
- Experience managing confidential and sensitive information.
- Experience supporting safer recruitment administration and compliance processes.
- Experience of budget monitoring and financial administration.
- Experience using school management information systems.
- Experience supporting safeguarding processes within a school setting.
- Experience maintaining compliance records and documentation.
- Experience liaising with contractors, external agencies, and service providers.
Knowledge
- Detailed knowledge of school administrative procedures and statutory compliance requirements.
- Thorough understanding of safeguarding responsibilities and safer recruitment requirements.
- Detailed working knowledge of CPOMS.
- Knowledge of attendance, admissions, and pupil record management.
- Understanding of GDPR and confidentiality requirements within education.
- Good understanding of Health & Safety legislation and compliance requirements within an educational setting.
- Knowledge of statutory premises compliance requirements and associated record-keeping obligations.
- Understanding of risk assessment processes and accident reporting procedures.
Skills and Abilities
- Excellent administrative and organisational skills.
- Outstanding attention to detail and accuracy.
- Excellent IT skills, including:
- Microsoft Office Suite
- School administration systems
- Databases and reporting tools
- Social media platforms
- Website content management systems
- Strong communication skills, both written and verbal.
- Ability to prioritise workload and work effectively under pressure.
- Ability to work independently and collaboratively as part of a team.
- Strong problem-solving and decision-making abilities.
- Ability to manage multiple compliance deadlines simultaneously.
- Ability to maintain and monitor detailed compliance records and schedules.
- Ability to identify risks and escalate concerns appropriately.
Desirable Criteria
- Experience working within an independent school.
- Experience working within a Special Educational Needs (SEN) school.
- Knowledge of Independent School Standards.
- First Aid qualification.
- Experience of marketing, communications, and school social media management.
- Health & Safety qualification or training (e.g. IOSH Managing Safely or equivalent).
- Experience managing premises compliance within an educational setting.
Personal Qualities
- Professional, approachable, and adaptable.
- Committed to safeguarding and promoting the welfare of children and young people.
- Honest, reliable, and trustworthy.
- Positive, proactive, and solution-focused.
- Able to manage competing priorities effectively.
- High level of discretion and confidentiality.
- Ability to build effective relationships with pupils, families, staff, contractors, and external professionals.
- Commitment to maintaining high standards of compliance, Health & Safety, and operational excellence.
Health & Safety Responsibilities
All employees are required to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work. Employees must comply with the school's Health & Safety policies and procedures, report hazards, defects, accidents, incidents, and near misses promptly, cooperate with management on all Health & Safety matters, and undertake any training necessary to carry out their duties safely and effectively.
The postholder will be expected to actively support the school's commitment to maintaining a safe, healthy, and compliant environment for pupils, staff, visitors, and contractors.
Safeguarding Statement
Conquest School is committed to safeguarding and promoting the welfare of children and young people. All staff are expected to share this commitment. The successful applicant will be subject to enhanced DBS clearance, satisfactory references, Right to Work checks, and all relevant safer recruitment procedures.
This is an exciting opportunity for an experienced and motivated administrator to contribute to a specialist educational environment dedicated to enabling pupils to achieve their full potential while supporting the safe, effective, and compliant operation of the school.
Job Types: Part-time, Permanent
Pay: £25,000.00-£30,000.00 per year
Benefits:
- Free parking
- Health & wellbeing programme
- On-site parking
Education:
- A-Level or equivalent (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
