School Office Administrator

Key duties and responsibilities:-

Reception:

●                   Act as the first point of contact for parents and visitors arriving at the school

●                   Control access to the school in line with the school’s safeguarding and vetting procedures, including ID checks, sign in, issuing visitor information and badges

●                   Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner fielding any calls for staff

●                   Respond to messages promptly, passing on information to relevant parties as necessary

●                   Assist staff and pupils with the information and support required

●                   Sort and distribute post

●                   Ensure the office/reception areas are kept clean, tidy and presentable

●                   Maintain office and lobby noticeboards 

Administration:

●                   Provide general clerical and administrative support for all staff, such as photocopying, filing, completing standard forms, general correspondence

●                   Update/maintain the school calendar within the school’s information system (iSAMS)

●                   Answer/forward emails within an expected time frame

●                   Assist with the preparation and organisation of school events

●                   Circulate relevant updates from school bodies (IAPS, ISC, DfE, ISI) to the Head/SMT

●                   Update and distribute information handbooks (parents and staff)

●                   Attend and participate in relevant meetings as required

●                   Organise completed forms from parents and deal with as necessary

●                   Update and maintain the admissions roll within iSAMS

●                   Update pupil data in iSAMS with contact, consent, medical/dietary information

●                   Check attendance registers and liaise with parents for unknown absences

●                   Collate school attendance data and supply statistics to the Head and DSL

●                   Carry out beginning/end of term/year processes in iSAMS including academic reports

●                   Manage the Clarion Call platform for text messaging and parent/Teacher meeting cycles

●                   Manage the Early Birds, After School and extra-curricular club details and registers

●                   Maintain the registers for the school coach/minibus facility and liaise with chaperones

●                   Coordinate with Minibus Driver, cleaners and Catering providers

●                   Create, edit and circulate the school’s newsletter

●                   Update the content of the school website

●                   Provide administrative support regarding files on the office one drive

●                   Assisting IT support with hardware and network issues as they arise

●                   Complete annual census data

●                   Manage the school Housepoint System

Health & Safety:

●                   Be aware of and comply with policies and procedures relating to child protection, health safety and security

●                   Undergo Paediatric First Aid training

●                   Administer first aid if required and supervise unwell children as necessary, producing records in accident books and communicating with parents.

●                   Maintain accident trends and patterns documentation

Finance

●                   Order, monitor and manage stock following the schools purchasing process

●                   Administration of Early Years Local Authority Funding

●                   Processing extra salary payments, expenses to be paid, and collation of time sheets and absence data for submission to the Finance Dept

This is a fixed term contract until July 4th 2024 with the possibility of becoming a permanent contract there after.

PACT retain the right to end the job posting early if the right candidate is found for the position prior to the planned closing date.