Office Administrator

The Office Administrator plays a pivotal role in the daily operations of the college which acts as a point of contact for staff, students, families and external agencies. This role is essential in ensuring the smooth, safe and efficient running of the office, while also supporting the wider college community in delivering high quality education and care to young people with Special Educational Needs (SEND).

The Office Administrator must demonstrate exceptional organisational skills, emotional intelligence and a deep understanding of the unique needs of vulnerable learners. The role requires a proactive and compassionate individual who can manage a wide range of administrative duties with professionalism, direction and a child-centred approach. The post holder will be responsible for maintaining accurate records, supporting safeguarding and compliance processes, coordinating communication across the college and contributing to a welcoming and inclusive atmosphere.

• Receive and welcome visitors at the front desk, ensuring they are greeted professionally, directed appropriately, and announced to relevant staff in a timely manner.
• Maintain a calm, friendly and organised reception environment that reflects our values and supports a positive first impression.

• Carry out a broad range of clerical and administrative duties to support daily operations, including document preparation, filing, photocopying, and general office management.
• Manage and update IT systems proficiently, including Microsoft Teams, Outlook and Microsoft Office, ensuring efficient communication and accurate information handling.
• Record and monitor office expenditure, ensuring that financial entries are accurate and processed in line with school procedures.
• Oversee the ordering, monitoring and organisation of stationery, office supplies and resources.
• Complete NCFE and Century administration tasks, ensuring accuracy, compliance and timely submission.
• Administer and distribute student reports and related documentation.

• Maintain accurate pupil records, including attendance, and ensure the completion and submission of all related forms and statutory returns.
• Contact parents and carers as required to support attendance, welfare, and general communication.
• Ensure compliance with data protection legislation, checking that all information is stored, used, and shared in line with relevant policies and legal requirements.

• Collect and distribute student lunches, ensuring processes are followed efficiently and respectfully.
• Provide administrative support for student-related activities and systems as needed.

• Assist with the planning, preparation, and smooth delivery of staff INSET days and training events.
• Contribute to the ongoing development and organisation of support service systems, processes and procedures to enhance operational effectiveness.

• Maintain oversight of the office environment, ensuring it is safe, organised and well‑presented.
• Coordinate with the maintenance team to arrange repairs and resolve any facilities issues promptly.

• Act as a designated Fire Marshal, supporting emergency procedures and ensuring a safe environment for staff, pupils and visitors.
• Serve as the designated on‑site First Aid contact, providing appropriate support during incidents or medical needs.

As part of your role, you may be required to undertake additional tasks or responsibilities that are reasonably within your skillset and capabilities, in line with business needs. This ensures…