Office Administrator

What skills and experience we're looking for

Job Purpose

Under the guidance of the HT, DHT and FOM, be responsible for undertaking administrative, financial and organisational processes throughout the school.

Assist with the planning and development of support services.

General Management

To work alongside the finance and operations manager and ensure the efficient running of the office both operational and financial.

Develop and support with all procedures, protocols and office systems to meet the administration and operational needs of the school.

Reception Duties

To ensure that all visitors to the school are received in a friendly and professional manner and that they feel welcomed and well attended to.

To manage the process for children who arrive late and supervision of children who leave during the day for appointments/sickness

To be responsible for arranging medical or other appointments with the school nurse/dentist and other agencies, as required.

To process s for all visitors in accordance with the school’s safeguarding procedures ensuring everyone is signed in and out and wearing the appropriate identification.

To ensure all queries, either in person or by telephone, are dealt with swiftly and appropriately using tact and diplomacy at all times.

To collaborate to ensure the answer-phone messages are checked early every morning and then regularly thereafter during the day.

To ensure messages are clearly recorded and passed onto the relevant staff in school

To handle difficult situations and issues with sensitivity and a calm manner, being at all times aware of the need to safeguard pupils, operate within data protection guidelines and maintain strict confidentiality at all times.

Admissions

To support with admissions by ensuring all documents are completed clearly and in a timely manner, including to Nursery.

To arrange prospective parent visits to the school for the Headteacher or senior staff

To maintain pupil record folders and files

To support with ensuring all school admission packs are kept up-to-date and distributed in liaison with other office staff and the EYFS Team.

To support with ensuring Admission packs are up to date and available for all parents/carers.

To support parents/carers with completing the forms and following up missing information where necessary

To support with the preparation of information and records for forwarding on to appropriate Primary schools and Secondary schools as necessary

To support with the preparation of appeals paperwork and related Local Authority communication.

General Administration

To produce standard letters, the newsletter and reports as requested by the HT and senior staff

To support with ensuring that school emails are checked every morning and then regularly thereafter during the day and deal with or forward messages to appropriate staff.

To make appointments for the Headteacher, senior teachers and teaching staff as requested.

To arrange meetings with parents and other individuals as requested

To coordinate all paperwork or other arrangements for Parent Consultations or any other meetings held during the year

To support with managing an effective computerised system for record keeping processes (SIMS) and to attend training courses as necessary to keep up to date with the systems

To support in the administration and organisation of school photos to include arranging photographer visits, production of class/sibling lists, collating of all information relating to the family requirements, distributing photos when returned and importing into SIMS pupil records.

To support with the distribution of school reports and accompanying paperwork to ensure they are distributed in a timely manner and to ensure all pupils reports are ready, copied and collated in time.

To support the effective implementation of school attendance systems

To liaise with the school uniform company as required

To support with the administration of the school’s post including sorting and distribution and for ensuring that post is sent to appropriate people on a daily basis

To support with the penalty notice paperwork following any unauthorised absence following handover from the Finance and Operations Manager.

Other Duties

In the event of an emergency to adhere to the office evacuation procedures and to support with an accurate register call, as required.

To uphold the reputation of the school through the sensitive dealings with children, parents and visitors at all times.

To cover duties of other office staff as requested by the HT.

To support with monitoring and maintaining an appropriate level of stock control for office supplies, including printing and photocopying.

To assist with dealing with lost property.

Any other duties as can be reasonably expected within the boundaries of the school office.

Support with the management of lunchtime menus and the electronic system for lunches.

To organise letters, payments and enquires for school trips.

To manage systems linked to all Wraparound care.

To be part of the scheme of…