General Administration Assistant

5 months ago

Launceston, United Kingdom Athena Learning Trust Full time

**APPLICATIONS SUBMITTED THROUGH INDEED WILL NOT BE CONSIDERED**

**Role Summary**

An Administrative Assistant plays a crucial role in supporting the faculty and administrative staff within a school setting. Key aspects of the role include Reception duties, supporting the exams office, the attendance office and the data manager, and supporting teachers with Faculty based admin. Below is a comprehensive job description outlining the typical responsibilities, qualifications, and skills required for this position.

**Key areas of responsibility - What you will be doing**

**Build Knowledge**
- Using the school's computerised system (SIMS) to update and maintain records and the timetable, including room bookings.
- Using google to create, maintain and share documents.
- Using Class Charts to find, update and mark student attendance where necessary.
- Adding orders and training to the PSF, correctly and accurately.
- To be first aid trained and to cover the College first aid requirements as necessary.
- To be aware of and adhere to rules, regulations, and legislation, including Safeguarding, the Schools Equal Opportunities Policy and Code of Conduct, national legislation (including Health and Safety, Data Protection).

**Build Trust**
- Maintaining confidentiality of information acquired in the course of undertaking duties for the department.
- Collaborate with other administrative staff to streamline office procedures and improve efficiency.
- Deliver excellent communication and interpersonal skills, with the ability to interact professionally with faculty, staff, students, and parents.

**Prioritisation**
- Receiving and prioritising telephone calls, dealing with them appropriately, including accurately recording messages.
- Responding to queries, including prioritising issues and investigating queries.
- To assist the Examinations Officer with administration, room organisation, organising students and staff.
- Prepare and distribute correspondence, memos, and reports as required.
- Assist in the preparation and distribution of instructional materials and resources.
- To work closely with other members of staff to offer Faculty admin and cover other key areas such as Events and Careers.

**Clarity and Energy**
- Administrative tasks, including word processing, letter writing, printing, maintaining spreadsheets, uploaded and reporting on data and preparing resources.
- Liaising with outside agencies to book appointments as directed by pastoral or faculty staff.
- Arrange logistics such as venue booking, catering, equipment setup, and transportation
- Assisting with organising school events and activities, including open evenings, Leavers’ Day, Adventure Learning Week, transition, and Year 7 Residentials.
- Undertaking reception cover, First Aid Cover and welcoming visitors as required.
- To undertake a lunchtime supervisory duty on a daily basis

**Follow Up**
- To maintain accurate and comprehensive filing systems for students.
- To undertake other duties appropriate to the grading of the post as required.

**Person Specification - How you will be doing it**

**Dream Big**
- Deliver value opportunities for world class education for all students

**Take Responsibility**
- To maintain confidentiality of information acquired in the course of undertaking duties for the department.
- Ensure Health and Safety and Safeguarding are at the centre of your approach.
- Take accountability for your own development and aspire to deliver the very best practice across all areas of your role.
- To attend staff meetings and school-based CPD days as required.

**Be Kind**
- To encourage acceptance and inclusion of all students.
- Support positive strategies for promoting equality and for challenging racial and other prejudice.

**Qualifications**

GCSE C or above (or equivalent) in Maths and English
- Desirable_

Level 3 Qualifications or equivalent (eg IT Training)

Higher Education

**Experience & Skills**

Excellent communication skills, both oral and written

Competent use of IT equipment and systems and practical experience of Microsoft Office Suites (work, excel and powerpoint), Google, etc

Strong organisational and time management skills

High level of accuracy and attention to detail

Ability to problem solve and adapt to evolving priorities and schedules

Ability to manage multiple tasks, set priorities and meet deadlines

Ability to work alone and as part of a collaborative team
- Desirable_

Relevant experience in an educational setting
- Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified._
- Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description._
- You could reasonably be asked to work out of our partner sites to support where required._

**APPLICATIONS SUBMITTED THROUGH INDEED WILL NOT BE CONSIDERED**

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