Dame Allan’s Schools wish to appoint a highly effective Office Assistant. This is a key role providing a confidential, professional administrative service in support of the Schools administrative services.
As Office Assistant, you will provide general support to the team of Office Administrators at the Senior School, contributing to the effective functioning of the team and to the smooth running of the administrative service they provide.
You must have a positive ‘can do’ attitude with a desire to learn and the ability to work unsupervised. You must ensure all tasks are effectively and efficiently seen through to completion and be excited by the prospect of developing into a key part of the team with your own delegated responsibilities as you grow into the role.
This role is ideal for someone who is in the middle of or has just completed their business administration apprenticeship training or who is looking to begin a successful administrative career in a busy and varied environment.
This role is to be worked flexibly between the Senior School at our Fenham site and the Junior School at our Spital Tongues site.
Job Description
The Office Assistant supports the delivery of day-to-day school office and administrative services across the schools. This is a flexible, delivery-focused role that ensures administrative processes are completed efficiently, accurately and to a high standard.
Working across both the Junior and Senior School sites as part of the wider school office team, the Office Assistant provides practical support across a range of administrative functions, contributing to the smooth and effective running of day-to-day school office operations.
Office Assistants report to an Office Manager, with responsibilities allocated across both sites. They work flexibly to deliver defined areas of administrative support, with day-to-day direction provided by the Office Manager as required.
Office Assistants are expected to take ownership of defined areas of administrative work, acting as the consistent point of contact for specific functions (e.g. Performing Arts, Sports, Trips) across both sites. This includes working flexibly between the Junior and Senior School to support activities and events as needed, while contributing to the wider work of the team.
Key Duties and Responsibilities:
This is illustrative of the general nature and level of responsibility of the work to be undertaken, commensurate with the grade. It is not a comprehensive list of all tasks that the post holder will carry out.
- Provide front-of-house support, including welcoming visitors, answering calls and responding to enquiries in a professional and helpful manner.
- Support communication management, including monitoring shared inboxes and assisting with responses to staff and parent enquiries.
- Support attendance and registration processes, including following up on missing information and completing associated administrative tasks.
- Provide administrative support for the coordination of day-to-day operations, including bookings, logistics, and general organisation.
- Support the planning and delivery of school events, including preparation, communication, and on-the-day assistance.
- Carry out trips and co-curricular administration, including the use of systems such as SOCS and Evolve, ensuring processes are completed accurately.
- Undertake reprographics and resource preparation, including printing, copying, and producing materials such as booklets, exam papers, and lesson resources.
- Respond to pupil needs, including first aid, illness and welfare concerns, ensuring appropriate action is taken and issues are escalated where required.
- Provide general administrative support to teaching staff, ensuring requests are handled efficiently and to a high standard.
- Take ownership of designated areas of responsibility acting as a consistent point of contact for staff.
- Work closely with the Office Manager to prioritise and manage workload effectively.
- Contribute flexibly to the work of the administration team, undertaking additional duties as required to support the smooth delivery of services across the schools.
General:
- Contribute to the overall ethos and vision of the Schools.
- Be aware of and support differences and ensure equal opportunities for all.
- Take responsibility for professional development and attend training as required by the Schools.
- Understand and adhere to Child Protection, Safeguarding, Health and Safety, Hygiene, and Confidentiality and Data Protection policies and procedures.Maintain strict confidentiality of all information belonging to the Schools. It is important, and a condition of employment, that all information of any kind is treated as confidential and not disclosed or used other than as authorised and in the proper performance of the Schools business.
- Take responsibility for their own professional development, continually keep updated and contribute to the Schools as a learning organisation.
- To contribute to the Health and Safety of pupils and other staff in accordance with Health and Safety regulations and DSE legislation.
- Comply with the policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person and undertake safeguarding training.
- Be aware of and support differences and ensure equal opportunities for all.
- Contribute to the overall ethos/work/aims of the Schools.
- Develop constructive relationships and communicate with other agencies/professionals.
- Recognise your own strengths and areas of expertise and use these to advise and support others.
- To undertake any other duties and responsibilities, which do not change the character and purpose of the role as directed by the Principal / Bursar.
Person Specification
The successful candidate may possess the following experience, qualifications and qualities:
Essential:
- Experience of working in an administrative and/or customer-facing environment.
- Experience of providing support in a busy, fast-paced setting.
- Hold 5 GCSEs (or equivalent) grade A-C or equivalent in English and Mathematics;
- Education to A level or equivalent.
- Understanding of the importance of accuracy and organisation in administrative work.
- Strong organisational skills, with the ability to manage a varied workload.
- Strong attention to detail and ability to complete tasks accurately.
- Ability to follow processes and ensure tasks are completed in line with guidance.
- Good communication skills, both written and verbal.
- Confident using IT systems particularly the full range of Google tools (sheets, docs, email, calendar) and ability to learn new systems.
- Ability to respond to requests in a timely and efficient manner.
- Ability to prioritise tasks and adapt to changing demands.
- Professional, friendly and approachable manner.
- Reliable and dependable, with a strong work ethic.
- Flexible and responsive, with a willingness to work across both sites as required.
- Proactive with a willingness to take ownership of tasks and see them through to completion.
- Positive and collaborative approach to working with colleagues.
- Calm and composed, particularly in a busy or front-facing environment.
- Takes pride in delivering work to a high standard.
Desirable:
- Experience of working as part of a team.
- Experience of working in a school or similar environment.
Hours: Monday to Friday, 20 hours per week, term-time only.
Salary: Full Time Equivalent: £26,660.00. Pro-rata based on 20 hours per week: £11,825.91.
Benefits:
- The Schools operate a fee reduction package for children of staff members, subject to their meeting the Schools’ admissions criteria.
- All staff may join the School’s pension schemes.
- All staff receive free school lunches.
- Access to the Employee Assistance Programme.
- All staff are eligible for free eye tests.
- Access to Cycle to Work scheme.
- School trip travel opportunities.
- A formal contract, detailing terms and conditions, will be extended following completion of all safeguarding/ pre-employment checks.
Thank you for your interest in applying to work at Dame Allan’s Schools.
Details of how to apply for this role can be found at: https://www.dameallans.co.uk/careers/
The Schools are committed to safeguarding and promoting the welfare of children and young people. Applicants must undergo child protection screening, including checks with past employers and the Disclosure and Barring Service.
Pay: From £11,825.91 per year
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Employee discount
- Health & wellbeing programme
- Life insurance
- Sick pay
Ability to commute/relocate:
- Newcastle upon Tyne NE4 9YJ: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person
