Admin Assistant

Reports to: Office Manager

Start date:  ASAP

Contract: Permanent, Annualised contract - term time plus 2weeks

Salary: Grade 3 (£26,445 - £27,687)

Hours: 07:30am to 4:30pm or 08:00 to 5:00pm

Shortlisting: Shortlisted candidates will be contacted on rolling basis, and advert may close sooner once vacancies are filled.

We are seeking a dedicated and organized an Administrative Assistant to join our vibrant team at Ark Evelyn Grace Academy. The ideal candidate will have excellent communication skills, a friendly demeanor, and the ability to multitask in a fast-paced environment.

The Role

As an Admin Assistant, you will provide comprehensive administrative support to the school and act as a central supporting role for staff, students and parents. You will work with other members of the operations team to uphold the vision and ethos of the school at all times and provide an excellent customer service to a range of stakeholders.

As part of your role you will be the ‘face’ of the school at reception and the office and will be welcoming, personable, helpful and able to represent the school in a professional and friendly manner.

Key Responsibilities                    

• Flexibility: Adopt a ‘can do’ attitude and work flexibly across departments. Work closely and collaboratively with Ark Globe Academy and provide support, as required.
• Record Keeping: Maintain accurate records of students and parents, manage databases, and support admissions.
• Administrative Support: Assist with forms, document checking, and student attendance. Provide clerical support such as photocopying, filing, emailing, and form completion.
• Professional Work Environment: Ensure a business-like office environment and promote good relations with all staff.
• Admissions: Maintain accurate records of students, prospective students, and attendance. Manage databases related to admissions, medication, exclusions, and lockers.
• Data Management: Input and export data in various management information systems. Ensure data integrity in systems related to attendance, student details, etc. Support with SAR/FOI requests.
• Student Welfare: Assist with student welfare, first aid, and medication administration. Organise medication, attendance, exclusions, and deal with lost property and locker key issuance.
• Event Management: Support administration for Parents’ evenings, open evenings, and other key academy events. Provide front of house support for these events.
• Communication: Answer telephone calls professionally, deal with voicemails and messages, and establish effective communication systems. Support with iPay queries.
• Office Management: Maintain stationery, stock, and filing systems. Ensure a professional working environment and manage post distribution.
• Visitor Management: Greet visitors professionally and ensure a friendly environment in the reception area. Ensuring all safeguarding protocols are followed.
• Teamwork: Share best practices with the team, ensure effective handovers, and protect the academy's perceptions.
• Administration of Reprographics: Receive and fulfil printing/copying requests using reprographic equipment. Assist with special requirements like paper sizes, document finishing, laminating, etc. Arrange for repairs when necessary. Maintain stock of paper and materials.
• Marketing: Support with marketing and branding of the academy e.g. utilising social medial platforms and basic website updates.
• Operational Excellence: Establish efficient systems for the academy’s smooth operation, including event support and communication management. This includes effective communication and a clear handover when working across zones and ensuring that visitors are welcomed into a friendly, professional environment.

Other

• Perform tasks as directed by the Office Manager, Vice Principal – Business and Community, Principal.
• First aid, fire marshal and cashless catering till duties.
• Be willing to undertake appropriate training in line with contractual duties.
• Be flexible in regard to working hours and commitment to responsibilities.
• Attend and support out of hours’ academy events like parents’ evenings, summer fairs, etc
• This job description is subject to change with the agreement of the postholder
• Commitment to equality of opportunity and the safeguarding and welfare of all pupils
• Willingness to undertake training
• This post is subject to an enhanced DBS check

Ark is committed to safeguarding and promoting the welfare of children and young people in our academies. In order to meet this responsibility, we follow a rigorous selection process. All successful candidates will be subject to an enhanced Disclosure and Barring Service check.