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Office Administrator

4 months ago

Newbury, United Kingdom Mary Hare School Full time

**Hours**:17.5 hours per week, Monday - Friday during the school's term-time 37 weeks.

**Location**:Arlington Manor, Snelsmore Common, Newbury, Berkshire, RG14 3BQ (There is currently no flexibility for hybrid working)

**Fixed-Term End Date**:5th July 2024 (with a possibility of becoming permanent)

**General**:
Mary Hare educates 240 profoundly deaf children at its residential school in Berkshire and we pride ourselves on our pupils’ achievements at GCSE, A Level as well as B Tech and Vocational Courses. We offer the opportunity to teach highly motivated children, in small classes, where we can make a real difference at this national centre of excellence for deaf education. No knowledge of sign language is required, as we follow an auditory/oral philosophy.

The office is responsible for all administration tasks for the education side of the school including arranging and preparing Annual Review meeting for over 200 pupils who have EHCPs. The office is key in supporting all teaching staff.

**The Role**:
The role is to work within the School Office at Mary Hare School, Arlington Manor, as part of a team providing secretarial/administrative support to the various departments of the school under the direction of the Office Manager. A varied range of tasks are required and there is a need for flexibility and initiative in the performance of any relevant duties.

**Main Duties and Responsibilities**:

- Ensure the maintenance of clear and effective filing, records, and other systems and to keep them updated. Maintain confidential personnel files for students.
- Ensure information is stored logically, with effective naming protocols, that documentation is only retained for as long as required by regulation or policy and appropriate disposal/destruction protocols are maintained
- Support the Principal/COO, their PA, and other senior managers in the organisation with detailed planning of special events, such as Speech Day
- Share in the cover for the absent colleagues in the School Office and School Reception
- Communicate as required with the LA’s, outside agencies, parents and the local community and any other individuals who have business with the school

**Person Specification**

**Education Attainment**
- General Secondary Education or equivalent (English and Maths essential)
- A Level education or equivalent (desirable)

**Professional Qualifications**
- NVQ level 2 in Business Administration or equivalent qualification in related area or equivalent experience

**Knowledge and Experience**

**Essential**

**Desirable**
- Experience of providing high-level support in a busy, politically sensitive environment
- Experience of using a wide range of office equipment and ICT software, information systems in an administrative environment
- Experience of working as a Personal Assistant
- Experience of producing meeting minutes and documents of a high quality
- Knowledge of and commitment to school policies including Child Protection, Health & Safety and Equal Opportunities
- High level of ICT skills including knowledge of Microsoft Excel, Word, Power Point, SIMS and Office 365
- Awareness of Safeguarding requirements and good practice within an education setting

**Skills and Personal Qualities**
- Excellent communication skills to enable effective dialogue with colleagues, staff, visitors and students
- Organised and self-motivated, with a proven record for meeting targets and deadlines
- Able to perform well and remain professional whilst under pressure
- Dedicated team-player, who strives for excellence and leads by example
- Proven high communication skills, oral and written in order to produce detailed reports and memos
- Ability to act as minute taker as directed by senior managers
- Tactful and discreet, whilst mindful of observing Safeguarding and professional standards
- Displays a smart and professional appearance, representing the School in a positive manner
- Reliable and stable
- Well-developed problem-solving skills
- Enthusiastic, with an eagerness to learn new skills and a commitment to personal continuous development
- High level of accuracy and attention to detail
- Good numeric and computer skills (Microsoft Outlook essential)

**Essential Values, Behaviours and Attitudes**

All employees are expected to actively promote and demonstrate the six core values of the school:

- Learners First
- Community is Key
- Integrity & Respect
- Empower & Energise Others
- Being Accountable
- Excellence

**Benefits**:
As well as an inclusive and supportive work environment, and a stunning location benefits also include a generous pension scheme, subsidized canteen, free on-site parking, discounted tickets for Arlington Arts Centre and a 24/7 Employee Assistance Program.

**How to Apply**

Interview Dates**: Friday 23rd February 2024 & Monday 26th February 2024**

**Applications will only be considered via a completed Application Form; CV’s cannot be accepted.**

**Mary Hare | Arlington Manor | Snelsmor