School Administrator

**Job Purpose**

To provide a professional, friendly and comprehensive administrative service supporting the work of the Head of Education, Education Manager and other Education staff. You will have proven experience of the development, management and operation of administrative systems, excellent organisational skills along with the ability to relate to adults and children and promote the school in the wider community.

**Key Objectives of the Business**:
1. To provide a quality education to children and young people which meets best practice and National Minimum Standards and exceeds it wherever possible.

2. To operate to occupancy levels which ensure the ongoing viability of the business.

3. To operate as cost-effectively as possible while still achieving the quality objectives.

**Key Accountabilities of the Post**:
1. To ensure the efficient operation of office systems, maintaining young person files and making exam entries/claims at various points throughout the year.

2. To maintain various databases and spreadsheets.

3. To be the gatekeeper of information, i.e. be able to access reports, regulatory records etc. on request.

4. To assist in the timely preparation of various reports for stakeholders of the business.

5. Additional duties and requirements associated with the post undertaken as and when they arise.

**Specific Duties**:
2. Compose and produce letters, documents, briefing reports and presentations in a range of formats for approval and signature as requested by the Head of Education / Education Manager, or initialling on behalf of in their absence;
3. Supporting the Head of Education / Education Manager in the collation and production of assessment data for analysis.

4. Act as personal assistant to the Head of Education and Education Manager, including dealing with highly confidential and sensitive issues.

5. Maintain effective and efficient administrative and office systems (including recording and filing systems). Hard copies and electronic copies.

6. Creating report templates such as LAC (Looked After Children) reports, PCPs (Person Centred Profiles), PEPs (Personal Education Plans), SEN (Special Educational Needs) information and end of academic year reports for the education team to complete.

7. Maintain and co-ordinate school examination paperwork as laid down by awarding body guidelines and log all incoming correspondence in the exam log book. Maintain exams cupboard and facilitate JCQ Visits.

9. Manage attendance recording and reporting on individual young person basis and whole school.

10. Admissions register - responsible for maintaining and updating.

11. Manage the school diary, organising appointments, attendance and paperwork for review meetings, etc. bringing forward all necessary documents.

12. Keep a well-organised brought-forward system and distribute/deal with documentation as necessary.

13. Young people’s school files - update, maintain and archive.

14. Young people’s birthdays - card

15. Maintain school systems and file Incident Logs, Accident Logs, Significant Handovers, Significant Conversations and relevant information where necessary.

16. Manage all incoming and outgoing post. Process all relevant internal and external correspondence.

17. Arrange and attend meetings as required and take minutes of the meetings. Maintain effective files for meetings.

18. To liaise on a day to day basis (where necessary) with care teams, social workers and care managers.

19. Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.

20. Photocopier - ensure toners are ordered and replaced as and when required.

21. Manage petty cash.

22. Recording of staff sickness within the school diary.

24. Order and maintain stationery requirements as necessary.

25. Processing of orders as instructed by authorised managers within school.

26. Answer all phone calls/deal with queries/take messages etc. as required and transfer to relevant staff.

27. Provide Pastoral support to students as well as providing information, advice and guidance. Support the behaviour management of students, as and when required. Working in close partnership with teachers, parents/carers and other specialist agencies.

28. Have an understanding/awareness of Ofsted inspection regulations and requirements in relation to school administration and documentation which will be requested by the Education Manager and Head of Education in readiness for an inspection.

29. Oversee and organise maintenance as required for both school sites in liaison with the maintenance manager with regards to arranging for contractors to carry out safety testing, and regulatory testing and inspecting where applicable in the following:

- Electrics
- Fire
- Grounds Maintenance

30. To be Team Teach trained and support young people as required implementing therapeutic crisis interventi