Data Administrator

St John's College School is seeking to appoint to the new full-time role of Data Administrator from June 2024.

The Operations department at St John’s comprises a number of roles in different but related disciplines (e.g. Reception, Timetabling, Events and Logistics, Scheduling, Information Systems, Admissions, Alumni, Marketing, etc.) which provide support to pupils, parents and staff, with the overall aim of upholding the School’s Aims and Ethos and help each child to become their best self. The Operations department strives for excellence at all times to deliver the best outcomes for all key stakeholders and works closely with other departments in the School to achieve this.

The Data Administrator will provide essential support across the Operations department as well as other areas of the school (e.g. HR) as required. The role will suit candidates with high calibre organisational and administrative skills, who have excellent attention to detail, good communication skills, are fast learners, adaptable and flexible to work on multiple tasks, accurate in recording information, are comfortable multi-tasking and are as equally at home doing data entry as undertaking more complex planning and scheduling tasks or communicating with parents.

JOB DESCRIPTION

The Data Administrator reports to the Director of Operations and works closely with the Administration Manager, Co-curricular Lead, Registrar, HR & Compliance Officer, other support staff and the wider staff also. The School is currently undertaking a review of its administrative processes and IT systems, the result of which may alter the specific duties of the role. The successful candidate will therefore be open to adjusting their duties accordingly and happy to be deployed to whichever section of the School requires support. Below are examples of some of the duties which are currently included:

• After School Care and Activities: Administrative support for extra-curricular clubs and activities both in the initial sign-up process for pupils and parents and processing the changes to membership during the term;
• Scheduling and Logistics: Support to the Administration Manager in the planning of cover for absent staff; support to the Co-curricular Lead in the scheduling and logistics of co-curricular events;
• Admissions: Support to the Registrar throughout the admissions process including data entry, organising mailings, assisting in the arrangement of logistics for tours and open mornings, gathering reports from feeder schools, assisting in the monitoring of the Admissions inbox, etc.
• HR: Support to the HR and Compliance Officer with e.g. data entry for recruitment checks and updating the training log;
• General School Administration: This will include a wide variety of tasks such as the allocation of lockers to pupils at the start of each academic year, the termly production of pupil timetables and publishing of the school calendar on the Portal (the school’s website).

This job description is not exhaustive and the post holder may be required to undertake any reasonable related task as directed.

TERMS OF EMPLOYMENT

Hours

The Data Administrator works approximately 34 weeks per year (term time), plus an additional 8 weeks outside of term time, according to the needs of the School and as directed by the Director of Operations. The schedule of 8 weeks to be worked outside of term is determined by the Director of Operations but is likely to involve working approximately one week each after the ends of the Michaelmas and Lent Terms, three weeks after the end of the Summer Term, two weeks before the beginning of the new Michaelmas Term, two days each before the beginning of the Lent and Summer Terms (to coincide with staff training days) and one to two days during one of the half terms.

The School is open Monday to Friday from 8:00am until 6:00pm. The normal working hours for the Data Administrator will be 8:30am-4:30pm Monday to Friday, though they may be called on to cover for absent colleagues outside of these times, e.g. staffing the reception desk between 4:30-6:00pm. There will be a daily 30-minute unpaid lunch break, totalling a working week of 37.5 hours. As with all staff, there might be an occasional need for Saturday morning working, e.g. when entry tests occur, or evening working for e.g. parents’ evening, plays or concerts.

Salary

The salary range for the role is £23,000-25,000 per annum, dependent on skills and experience, and is based on 37.5 hours worked per week for 47.6 weeks per year (34 weeks term-time work, 8 weeks non-term-time work and 5.6 weeks paid holiday).

Lunch from the School’s dining hall is provided free of charge.

Holidays

The annual paid holiday entitlement for this role is 5.63 weeks, inclusive of Bank Holidays. No holiday is to be taken during term time. The annual holiday year runs from 1 September to 31 August. As stated above, payment for annual leave entitlement is included in the stated salary.

Probationary Period.

The probationary period will be six months.

Pension Scheme. 

All staff are automatically enrolled in the School’s Scottish Widows pension scheme. The minimum pension contribution from an employee is 2% of salary while the School will contribute 6%.

St John’s College School operates an entirely optional salary exchange scheme.

Applications

A handwritten letter of application should be sent with a fully completed application form (see ‘Application

and Recruitment Process Explanatory Notes’) to Mr Alex Loria, Director of Operations, St John's College School, 75 Grange Road, Cambridge CB3 9AB (recruitment@sjcs.co.uk).

Long-list candidates will be invited to attend a first-round interview. Those who are successful after the long-list stage will be invited to complete a skills assessment to inform the short-listing decision. References will be taken up on short-listed candidates who will be invited to return a second-round interview, including a tour of the school and the final interview itself which will include questions relating to safeguarding children.

All reasonable interview expenses will be reimbursed by the School.

St John’s College School is committed to safeguarding and promoting the welfare of children.

Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

All appointments are subject to a criminal background check and proof of qualifications in accordance with the requirements of the Children Act.