Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Key Responsibilities

• Manageall aspects of the order and goods‑received process.
• Overseethe central Orders email inbox, ensuring timely responses and actions.
• Resolveorder‑related issues to ensure accurate and efficient procurement.
• Liaise with senior staff regarding authorisation of orders.
• Liaise with all staff regarding order queries and product requirements.
• Preparepurchase requisitions.
• Sourceproducts and suppliers as required, ensuring value for money.
• Fileand maintain all order documentation accurately within the school’s systems.
• Participate in the continued development and improvement of order, administrative and procurement processes to enhance efficiency and accuracy.
• Useschool finance software (PS Financials-training will be given) to manage financial data.
• Trackdeliveries and resolve discrepancies with suppliers.
• Manageand resolve invoice queries.
• Producebudget reports for budget holders when required.
• Support the set up and finance including calculating costs for trips and visits using
  
  Arbor MIS system/Excel and payment processing.
• Liaise with the Trip Co-ordinator to track trip income, ensuring cost-efficiency and financial reconciliation.
• Proactive approach with outstanding invoices, in a timely manner to supportaccurate financial records.
• Maintain accurate financial records in line with school policies and audit requirements.
• Inputand update ‘Every’ with contracts, service agreements and financial commitments,collaborating with premises and Operations Manager.
• Oversee Contract spreadsheet and communicate contract end dates, meeting cancellation deadlines to PM/OM.
• Maintainorganised digital financial filing systems
• Usethe school credit card in line with procurement procedures and maintain accurate records.
• Communicate to whole school orders deadlines for half termly and end of year requirements.
• Bankingon occasion.
• Support the Operations Manager with any financial and operations support needed.
• Liaise with Budget holders.
• Arrangingdelivery of cash for student trip use.
• Responsible for planning ahead and the organisation of leavers gifts and end of termrewards for students and staff members.
• Responsible for stock checks and orders for Consumables & Office Supplies, includingtea and coffee, school paper, printer accessories, consumables and the paperand stationery for general office supplies.
• Ensurenew suppliers are added to PSF in a timely manner.

• Maintain accurate records of donations received and document related expenditure,and relevant Thank you letters sent.
• Maintainorganised digital financial filing systems

• Provide professional, polite and friendly customer service to all visitors, parents,staff, students and stakeholders.
• Supportreception duties including answering phones, greeting visitors and managingenquiries.
• Ensuredue diligence with safeguarding procedures, including checking and recording
  
  DBS documentation for visitors.
• Monitorincoming and outgoing mail and manage the central school email inbox.
• Working with the Deputy head teacher to keep up to date and accurate records of whole staff CPD
• Supportpremises with classifications on ‘Every’
• Overseeschool registers and support administration for fire evacuations.
• Maintaingeneral office systems, filing and up‑to‑date forms.

• Support the Admin team with interview preparation and meetings in school on occasion

• Communicate the redistribution of parcels delivered to the school.
• Continueddevelopment, annual training and role related training to be completed

• Monitorstudents in the medical room and complete associated administrative tasks (on occasion).
• Administerfirst aid when required (on occasion-training will be provided).
• Supportconsultation evenings, open events and other school activities as needed.

• Maintain confidentiality and handle all data in accordance with GDPR and school data‑protection policies.
• Followall school and WMAT policies, including the Staff Code of Conduct.
• Undertaketraining as required to support the role.
• Carryout any other duties appropriate to the level of the role, as directed by the Headteacher or line manager.
• Duediligence with safeguarding
• Adhere to GDPR legislation in working practices

All staff are required to safeguard and promote the welfare of children and young people,follow school policies andthe WMAT staff code of conduct.

Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive listof all tasks that will be carried out. The postholder will be expected to undertake any duties which may reasonably fall within the level of responsibility and competence of the post, as directed by the headteacher orline manager.