Office Administrator

About this Role

The office administrator will be a member of a small team, under the supervision of the Office & Finance Manager and the Principal. They will work in the school office and be the first point of contact for parents, children, practitioners and other visitors. They will also run the school's Breakfast Club.

The role is full‑time, 5 days a week (Monday–Friday 7:30 am – 4:00 pm).

• Breakfast club supervision (7:40 am – 8:30 am)
• Organise and supervise the daily Breakfast Club, ensuring a safe, welcoming and positive environment for pupils before the school day starts.
• Prepare and serve breakfast in accordance with food hygiene and health and safety requirements.
• Maintain accurate attendance records and ensure pupils are registered on arrival.
• Promote positive behaviour and support pupils' social interaction and wellbeing.
• Ensure safeguarding procedures are followed at all times and report any concerns in line with school policies.
• Set up and clear away breakfast club resources, maintaining cleanliness and tidiness of the designated area.
• Liaise with parents, carers and school staff as required regarding pupil attendance and welfare.
• Support the smooth transition of pupils from Breakfast Club to their classrooms at the start of the school day.

• Answer emails, phone calls and other correspondence to keep the office organised and welcoming.
• Determine the appropriate priority of response for enquiries and liaise with external agencies as required.
• Keep the school website and Facebook page up to date.

• Support the office manager to ensure all actions are met from audits, training and reviews.
• Manage own inbox diligently and respond to office inbox queries.

• Use Arbor (the school’s MIS) to ensure smooth pupil transitions and complete or delegate administrative functions needed when pupils join or leave the school.
• Maintain accurate pupil information and keep the Management Information System up to date.
• Manage clubs, trips, visits and parents’ evenings on Arbor.

• Organise parent‑based invoices and payments (via MIS) for nursery and breakfast club, premises hire, clubs, trips, etc. and WCC.

• Support OFM to carry out the annual website audit.
• Help Principal and staff to manage ordering and stock levels of school supplies, ordering from known suppliers in accordance with policy and procedure.

• Organise pupil flu vaccinations (annual task).
• Arrange height and weight checks for Reception and Year 6 pupils (annual task).
• Coordinate vision screening in Reception (annual task).
• Organise school photos (annual task).
• Monitor and ensure correct stocks of first aid materials and administer first aid to pupils.

• Send out newsletters, checking and distributing them.

• Obtain parental consent for walking home and tutoring.
• Follow up on pupil absence.
• Liaise with catering regarding new starters, school trips, menus, logins, and distribution of band and class lists.
• Prepare breakfast club and nursery lunch club registers termly and for ad‑hoc bookings.
• Coordinate all menus, including Christmas dinner organisation.
• Update student forms annually with parents.
• Manage birth certificates and admissions forms (nursery and school) including chasing codes.
• Provide CTF files when children leave and chase CTF files when new children start.
• Set up and manage Parent’s evenings (system and evening preparations).
• Assist OFM with school and nursery admissions.
• Ensure communal spaces are welcoming and tidy.
• Support nursery lunch club when needed.