Data Administrator

2 weeks ago

London, Greater London, United Kingdom The Cavendish School Full time

Data Administrator & School Office Receptionist

The Position
An opportunity has arisen to join the busy School Office in this successful independent primary school from April 2023.

Aptitude, initiative and an ability to learn will be desirable.

The job description gives a broad overview of the sorts of tasks which may be required but is not exhaustive.


The role will suit a motivated and ambitious administrator/receptionist who is seeking to develop their skills within a school setting.

The job requires a willingness to contribute to the wider life of the school. There will be constant interaction with pupils, parents and staff.

Working hours
This role is a full-time position with working hours of 10am-6pm Monday-Friday with reduced hours in the School holidays.

Salary
The salary offered is flexible and will be set to attract applicants of high calibre and potential.

Should you have any queries, please contact Mrs Kerry Dignan on

Applications

Job Description and Person Specification

I Job Description

Position Data Administrator & School Office Receptionist

Reports to The Head/Bursar

Hours This role is a full-time position with working hours of 10am-6pm Monday

  • Friday with reduced hours in the School holidays

Annual Leave 27 days of annual leave per year plus statutory holiday allowances and annual Christmas closure (2 weeks)

Job Summary To provide effective and efficient reception and administrative duties in the School Office to support our parents, pupils and staff

Main Data Responsibilities Data Management of the Schools management information system (iSAMS), including:

  • iSAMS administration queries and updates
  • Confidential form management
  • Registration forms
  • Run various reports
  • Admission forms for new pupils
  • Inform staff of new pupils joining/leaving
  • Moving of pupils from applicant to current for registers and from current to former
  • Upload pupils photographs
  • Contact leavers new schools to confirm roll on date
  • Medical/other information being logged
  • Updating parent information when required
  • Inputting independent educational needs for new joiners under the SEN profile
  • Leavers destinations/communicating with the school to find out the pupils on roll date/informing staff and removing child to former pupil
  • Ensure staff emergency contact information is up to date and available in conjunction with the HR & Compliance Officer
  • Support Admissions & Marketing Officer with school/nursery contact log

Registers

  • Add 'out of school' notifications to school information management system (ISAMS) as soon as received from parents
  • Check the afternoon registers are complete and accurate
  • Chase any absences as necessary with teachers and parents
  • Update daily absence list as necessary throughout day

Support with

  • Be the main face of the School and immediate point of contact for all parents
  • Welcome and manage visitors: take copies of identification (ID) documents and inform member of staff of their arrival. Escort around school as necessary
  • Collating permissions for educational visits and fixtures
  • Maintaining an efficient and tidy school office, staying at the end of the day until this has been achieved
  • Dealing with all postage; assisting with the safe postage of safeguarding documents, including recording these onto the shared spreadsheet
  • Assisting teachers with bulk photocopying
  • Phone extension list
  • Dietary requirement list with pictures for kitchen team
  • Updating staff picture board
  • Updating pigeon holes
  • Organising afterschool care & Early Years breakfast club to include bookings and liaison with after school care staff
  • Receipt and despatch of school correspondence and distribution within school
  • Taking of admin team meeting minutes
  • Parents evening set up on School Cloud
  • Printing and design of school certificates and birthday and leavers book plates when requested or needed
  • Golden book administration
  • Sending and filing of end of term reports
  • Crisis management lists
  • Emergency register for staff and pupils
  • Assessment year group tracking and APP sheets
  • Pupil planners
  • Alongside the School Secretary, update the COSHH lists and first aid risk assessment

Manage

  • After school clubs administration to include: liaison with Club Supervisors, mailings to parents, bookings and distribution of relevant information, production of registers, allocation of venues. Share the club calendar with secretary who approves it onto the main calendar
  • Orders and resources:
  • Processing orders for resources and stationery
  • Receiving orders and ensuring transfer to recipient
  • Checking and coding invoices for orders, in conjunction with the Accounts Manager
  • Stock cupboard management
  • Book contractors for planned maintenance in cooperation with the Site Manager and Bursar:
  • Maintain an annual contractors spreadsheet
  • Obtain relevant documentation ahead of visits
  • Maint

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