Administration Assistant

Salary: Grade 3 spine point 5 – (£12,431 per annum pro rata of £28,521 per annum)

Hours: 17.5 hours a week (3.5 hours per day 8.30 am- 12.00 pm Monday to Friday) - Term-Time Only plus one week

Foxfield is looking for a part-time Administration Assistant 

Reporting to the Office and Admissions Manager, the role will provide administrative assistance to ensure the smooth running of the School office and be the first point of focus for all who enter the School. The ideal applicant will have experience of working in a school office and good Arbor (School information Management System) knowledge. In the case where a good candidate has knowledge only of Arbor or similar systems, training will be given.

As part of a team, within Foxfield Primary School, the role will suit somebody who works well in a busy environment, is calm under pressure and is able to relate to people from across our School community including pupils and parents as well as the teaching, learning and leadership staff within the partnership. The School Office is very fast-paced and therefore the successful applicant will need a keen eye for detail, excellent IT skills and good initiative, with an excellent ability to multitask and prioritise. We are looking for somebody who is flexible, adaptable, an exceptional team player with great organisational qualities.

Duties and Responsibilities

General Administrative Duties

·       First point of contact for receiving and distributing phone calls, diverting and directing callers to relevant people, or taking and relaying messages as appropriate.

·       Daily Absence and attendance calls for all children who are not in school and the recording of absence on Arbor and Cpoms

·       First point of contact for all parents, pupils, staff and visitors. Maintain strict health & safety and safeguarding rules by following procedures; managing visitor logbooks and passes. 

·       Managing the school phone system(s), making changes where necessary, keeping all phone lists up-to-date, and ensuring that the information is disseminated amongst the school community including adding key information to Google Chats and Cpoms.

·        Managing the school email system, making changes where necessary, ensuring all details are up-to-date, and ensuring that the information is disseminated amongst the school community.

·       Managing internal mail, all incoming post / parcels / deliveries, and all outbound • post / parcels / deliveries.

·       Maintaining and updating all relevant school-based forms, literature and other documents as required.

·       Coordinating dinner systems in liaison with the kitchen staff, and ensuring all dinners are paid on time by all stakeholders, dealing with any debt management as appropriate for dinners.

·       Coordinating extended schools bookings and dealing with any debt management as appropriate for extended schools

·       Coordinating the stock and ordering of school supplies including raising purchase orders

·       Management of the school calendar and ensuring that key dates re added timely

·       Setting up for Excellence Visits and liaising with the premises manager to ensure the event has been sent up appropriately

·       Carry out any bulk photocopying, printing or mailings.

·       Maintain a stock of essential office supplies, resupplying as required. • Assist with internal marketing and communications including distribution of weekly Staff Notices, update staff noticeboards and maintain the school-wide shared calendar with all commitments.

·       Assist with preparation and distribution of the weekly School Newsletter • Help maintain the School Website

·       Responsible for booking trips and managing trips administration

·       Involved with the administration of clubs run both internally and externally

·       Undertake any generalist administrative and clerical duties as directed by the • leadership of the school through letters, reports, and other documentation and the provision of executive support to the senior leadership team.

·       Undertake any other duties commensurate within the grade and scope of the post as determined by the Office Manager and Co-Headteachers

For further details about this opportunity, please contact the Co-Headteachers, Megan Minnett and Tatum Sharp via email headteacher@inspirefoxfield.co.uk

Closing date: Tuesday 21st January 2025 at 12:00pm

Interviews: Thursday 23rd January 2025

Start date: As soon as possible 

Foxfield Primary School, Sandbach Place, SE18 7EX, part of the Inspire Partnership Academy Trust, is committed to safeguarding the welfare of children and expects all staff to share this commitment. Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.