Vacancies

Administrative Assistant

Job Introduction

The administrative assistant is responsible for supporting the administrative and organisational processes within the school. They will also act as the initial point of contact for parents/carers, visitors and other stakeholders, so will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions.

Duties and responsibilities

General administration

Update manual and computerised record/information systems
Update and maintain the school calendar
Assist with managing the school’s email inbox, ensuring the school meets its expected response times and that emails are forwarded to the relevant staff member as necessary
Manage and organise completed forms from parents and carers
Report any issues with the school’s IT systems
Organise and distribute incoming and outgoing post
Provide administrative support to staff as needed
Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary
Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
Assist with school trip bookings
Oversee school dinners on a day-to-day basis
Oversee all hall lettings and invoice termly

Attendance administration

Monitor and maintain an accurate record of pupil attendance, producing reports as necessary
Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed

Reception

Act as the first point of contact for parents/carers and visitors arriving at the school
Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
Seek support from other colleagues where necessary to respond to complex enquiries
Respond to messages promptly and accurately, passing on information to relevant staff members as necessary
Assist staff and pupils with the information and support they need

Safeguarding

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
Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures

Written communication

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, newsletters, social media posts, etc.) to parents, staff and other stakeholders
Assist with marketing and promoting the school

Finance

Collect, record and issue receipts for payments from parents and carers
Carry out financial administration in line with the school’s procedures

Other areas of responsibility

Read and follow the relevant school policies
Undertake training required to develop in the role
Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy
Contribute to the safety of children and young people and protect them from harm

Person specification

criteria	qualities
Qualifications and training	First aid training (or willingness to complete it) GCSE English and maths (or equivalent) C grade or above
Experience	Carrying out administrative tasks Dealing with face-to-face and telephone interactions Working with children or young people Working and collaborating within a team Working knowledge of Integris/Tucasi and School Money systems
Skills and knowledge	Good oral and written communications skills Ability to respond quickly and effectively to issues that arise Ability to plan, organise and prioritise to meet deadlines Ability to use own initiative and take action accordingly Excellent attention to detail Ability to use IT packages including word processing, spreadsheets and presentation software Ability to use relevant office equipment effectively Ability to build effective working relationships with colleagues Understanding of data protection and confidentiality Understanding of safeguarding
Personal qualities	Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school Ability to work under pressure and prioritise effectively Commitment to maintaining confidentiality at all times Commitment to safeguarding and equality Embraces change well Deals with difficult situations effectively

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.

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