Administrator

About this Role

The Deepings School is a mixed 11-18 comprehensive school at the heart of The Deepings, a vibrant, growing community in South Lincolnshire. We place great emphasis on partnership and cooperation between parents, students, and staff to ensure each child receives the best possible education. Our culture of care and positive relationships provides students with the confidence and independence they need to succeed both inside and outside school. We are committed to ensuring that our students are positive leaders, strong problem-solvers, and develop the life-skills required to prepare them for life after school.

Main 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
• Book training courses for all staff
• Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
• 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

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
• Administer the school’s filtering and monitoring system for online safety, and escalate any safeguarding concerns following the correct safeguarding 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

• Enter data into the school’s finance systems and produce reports as necessary
• 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.

Anthem Schools Trust is committed to creating a diverse workforce. We’ll consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.

We are committed to safeguarding and promoting the welfare of children and young people and require all staff and volunteers to share and demonstrate this commitment. The successful candidate will have to meet the requirements of the person specification and will be subject to the relevant pre-employment checks which will, where applicable, include a health check, an enhanced DBS check, the Children’s Barred List check and satisfactory references.

It is an offence for an individual who has been disqualified from working with children to knowingly apply for, offer to do, accept, or do any work in a ‘regulated activity’. The position advertised is a ‘regulated activity’.

We will carry out an online check on all shortlisted applicants. We reserve the right to end the closing date early.