Job Description: Office Administrator
ACCOUNTABLE TO:
School Administrator
CORE PURPOSE:
The Office Administrator is based in the School Office and is tasked to undertake a range of administrative duties in support of the academic staff and play an active role in support of all School activities as well as greeting and signing in visitors. The busy front office team are the first point of contact both face to face and over the telephone and are proficient in dealing with sensitive issues from parents, the public and pupils.
KEY TASKS AND RESPONSIBLITIES:
· Ensure office and reception area is unlocked at 8.00am and open for visitors and pupils.
· Receiving incoming calls via TEAMS, dealing with enquiries and forwarding calls to the relevant members of staff or taking messages.
· Distribution of incoming post to appropriate departments and staff.
· Collating all out-going post and maintaining the franking machine.
· Carry out general office reprographics; including photocopying, ring-binding, laminating and guillotining.
· Welcoming and signing in visitors and providing a good first impression of the school.
· Processing daily attendance through iSAMS Registration Manager in line with our Attendance Policy, including liaising with our DSL and Pastoral staff.
· To deal with absence requests from Parents to the Deputy Head, including responding by email on their behalf and updating iSAMS with this information.
· Accessing information and running reports from the iSAMS pupil database.
· Administering the central email point for the school, responding to and acknowledging where necessary and liaising with staff to answer any queries.
· Providing administrative support for academic staff, including proof reading and formatting of letters, checking for inaccuracies and following up where necessary.
· Maintaining the pupil record files and updating accordingly in line with GDPR and our Retention Policy.
· Replenishing photocopier consumables, logging service call requests and dealing with visiting engineers.
· Dealing with pupils’ enquiries and requests throughout the day.
· Maintain Tutor Information Boxes and Staff pigeonholes - updating staff information at the beginning of each term.
· Using iSAMS for sending electronic mail to parents, pupils and staff.
SPECIFIC FUNCTIONS:
· Using the School’s MIS system.
· Liaising with photocopier engineers, reporting faults, ordering consumables for all on-site copiers (eg. toner and staples).
· Maintaining a supply of photocopier paper and liaising with Supplier.
· Ensuring stocks of consumables such as coloured paper, card, comb binders, laminating pouches.
· Ensure the Marketing Information Cabinet in Reception is fully stocked for visitors.
· Covering for the specific responsibilities of the other office administrator in their absence.
EXPERIENCE AND SKILLS:
Essential
· Ability to work to tight deadlines and changing priorities
· Ability to work on own initiative with a flexible and versatile approach to working arrangements
· Proven ability to provide high quality customer service in a busy environment
· First class communication skills, both written and verbal
· Excellent team player
· Computer literate in all Microsoft packages
· Excellent administrative skills
· Sympathetic to the Methodist ethos of the School
Desirable
· Experience of using iSAMS or a similar School Information System
· Experience of working in a similar customer facing environment
· Experience of working in an education environment
ADDITIONAL
· Truro School is committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment and behave accordingly. Although there is no direct responsibility for children, this role will involve contact with children or young people.
· We embrace diversity and promote equality of opportunity. We welcome applications from all sections of the community.
This job description sets out current duties of the post that may vary from time to time without changing the general character of the post or the level of responsibility entailed.
Pay: £10,593.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Free parking
- On-site parking
Work Location: In person
