Admin Support Assistant

The Admin Support Assistant will play an integral part of the School Office team to ensure that a professional and efficient administrative service is provided at all times. The post-holder will play an integral part of the School Office team to ensure that a professional and efficient administrative service is provided at all times.

The Admin Support Assistant is accountable to the School Office Manager but will work directly with the Admissions Officer on a part time basis.

The main duties and responsibilities will include:

Administration Responsibilities

• Admin support to the Admissions Manager three mornings per week as a minimum, this support will increase in particularly busy periods
• To complete any tasks set out by the Admissions Officer in a timely and professional manner
• Assisting with various administrative tasks and duties, using Microsoft Office (Word, Excel,etc.) Google documents
• Maintain and update student information records on Bromcom
• To assist with the answering of the school phone
• Provide an efficient administrative service to the school

Trips Responsibilities

• Monitoring trips administration through the EVOLVE system and ensuring that all information is completed by the trip organiser in a timely manner;
• Chasing trip organisers to complete all forms and providing all information on EVOLVE, as required in the trip policy;
• Producing the trip lists and medical lists and adding them to EVOLVE for each trip;
• Adding each trip to the Bromcom system and assigning the relevant students to each trip;
• Updating the trip organiser with payment progress each week;
• Informing the Director of Operations of all information regarding trips and keeping them up to date with progress etc.;
• Ensuring that the Director of Operations is made aware of requests for hazardous trips so that appropriate authorisation can be obtained before they are put onto EVOLVE and publicised to parents.

Free School Meals and Pupil Premium

• To ensure that all information is kept up straight so that students receive their daily free school meals
• To upload the relevant government information into Bromcom
• To ensure that the government free school meal vouchers are sent in a timely manner during school holidays and all necessary admin is kept up straight
• To order organise SWI vouchers for those parents entitled to pupil premium and keep a stock of uniform for use in school.
• Ensuring orders are processed and recorded on the relevant Google sheet
• To monitor and action queries in the PP and FSM inboxes

Parents Evenings

• To organise the parents evenings for each year group
• Set up each of the evenings on the relevant system
• Liaise with teaching staff regarding availability
• To liaise with the SEN department and set up the online Learning Plan Review meetings each term
• Send the relevant information to parents/carers
• To liaise with the Kitchen staff and organise catering needs

My Child at School

• Organising of the new parent/staff finance payment system on Bromcom, along with answering phone queries and allocating activation emails to the parents of any new students or new staff;
• Monitoring the MCAS inbox queries and responding to all queries in a timely and professional manner;
• Adding requested payment items to Bromcom and assigning the relevant students/staff to the individual payment items;
• Running weekly reports for payment items and forwarding them to the person overseeing each payment item.
• To send out regular reminders to those with debit balances each week and keep the office manager informed of any ongoing debt

General Responsibilities

• To provide administrative support within the School Office Team, ensuring that a professional and efficient service is provided at all times, to include but not exclusively:
• Answering the phone.
• Liaising with visitors.
• Administrative support
• Covering main reception or other areas as and when required due to absent colleagues.
• Covering student reception or other areas as and when required due to absent colleagues.
• Be responsible for keeping up to date with the requirements of the role, by attending appropriate INSET and meetings, and keeping abreast of changes in legislation;
• Be aware of and comply with policies and procedures relating to child protection, equal opportunities and race equality, health and safety, confidentiality and data protection, reporting all concerns to an appropriate person;
• To undertake any other duties commensurate with the post as may be required by the Line Manager or the Headteacher.

Whilst every effort has been made to explain the main duties and responsibilities for the post, each individual task undertaken may not be identified.

The job description, in consultation with the post holder, may be changed by the Headteacher to reflect or anticipate changes in the job commensurate with the grade and job title.