Job Introduction
Salary: C Grade (Hampshire County Council)
Hours: 8.15-4.15 (with an unpaid half an hour lunch break) 7hours 30 mins per day
Working weeks: 40 weeks (39 weeks term time, 2 days in Easter holidays & 3 days in Summer holidays)
Contract type: Permanent
Reporting to: School Business Manager
Main purpose
The senior administrative assistant is responsible for supporting the administrative and organisational processes within the school. They will be an ambassador for the school and embody the values, vision and ethos of the school in all interactions with staff, pupils, parents, governors and members of our community.
Duties and responsibilities: -
Admissions & Attendance administration
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Manage and organise admissions of new pupils throughout the year and particularly for new Reception starters in September
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Welcome new parents to school and on occasions show potential families around school
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Update manual and electronic record/information systems for all pupils
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Monitor and maintain an accurate record of pupil attendance, producing reports as necessary
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Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed
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Manage attendance throughout school, make first day phone calls, arrange meetings for parents and issue penalty notices
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Manage the school’s suspensions and permanent exclusions
General administration
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Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
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Be a trained paediatric first aider
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Manage the administration of school trips
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Provide administrative support to staff as needed
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Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to always use, resolving any issues as necessary
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Organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required eg school photos, parents meetings
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Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
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Update policies in line with our policy schedule, share with members of staff responsible and upload within timescales for Governor approval
Safeguarding
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Control access to the school in line with the school’s safeguarding procedures, including signing in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures
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Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures
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Administer the school’s filtering and monitoring system for online safety, and escalate any safeguarding concerns following the correct safeguarding procedures
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Data Protection Officer for school managing all data requests
Written communication
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Write and send email responses that are professional and uphold the school’s vision and values
- Update and distribute online and offline communications e.g. letters
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Update and maintain the school’s online calendar, upload to website and create booklets to share with parents with dates
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Assist in taking minutes of confidential meetings
Other areas of responsibility
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Read and follow the relevant school policies
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Undertake training required to develop in the role
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Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy
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Contribute to the safety of children and young people and protect them from harm
Person specification
Qualifications
and training
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First aid trained (training will be given if needed)
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GCSE English and Maths (or equivalent)
Experience
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Carrying out administrative tasks
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Dealing with face-to-face and telephone interactions
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Working with children or young people
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Working and collaborating within a team
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Experience of working in a busy office
Skills and knowledge
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Good oral and written communications skills
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Ability to respond quickly and effectively to issues that arise
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Ability to plan, organise and prioritise meeting deadlines
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Ability to use own initiative and act accordingly
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Excellent attention to detail
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Proficient in using Microsoft packages including Word, Excel and Powerpoint. Proficient in Outlook email
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Knowledge of Arbor if preferred but not essential
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Ability to use relevant office equipment effectively
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Ability to build effective working relationships with colleagues
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Understanding of data protection and confidentiality
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Understanding of safeguarding
Personal qualities
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Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils
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Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school
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Ability to work under pressure and prioritise effectively
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Commitment to always maintaining confidentiality
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Commitment to safeguarding and equality
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Embraces change well
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Deals with difficult situations effectively
Notes:
This job description may be amended at any time in consultation with the postholder.
If you don’t have all of the experience listed above but are interested in applying, please contact Helen Blyde (School Business Manager).
Visits to school are warmly welcomed.
Safer Recruitment
We are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to Disclosure and Barring Service checks along with other relevant employment checks.
