School Administrator

**Post Title**:
**School Administrator**

**Accountable To**:
**Director of Operations/Head of School**

**Location**:
**West Oaks School**

**Scale**:
**B3**

**PURPOSE OF THE POST**

The purpose of the job is to provide a range of administrative support to ensure that high standards are maintained and that the school ethos across all curriculum areas are upheld.

At all times to work to raise the public image of the school and provide a welcoming, courteous reception to all school visitors.

Posts are recruited to West Oaks School.

**Main Responsibilities**
- To work as part of a team to provide an excellent administration service effectively and professionally
- To be the key first point of contact for parent/carers and external agencies and to pass messages to relevant member of staff
- Welcome visitors to the site and follow safeguarding protocols to ensure the wellbeing of all children
- Maintain a neat and well organised, welcoming and professional front of house environment
- Managing front office and act as first point of school contact as/when required
- Responsible for maintaining school money system and any other miscellaneous collection and banking of income, this includes dinner money, uniform, school trip and snack income
- To sensitively deal with requests and arrears and produce regular reports for the Finance Manager
- Maintain the Cool Milk system for pupil milk
- Provide school kitchen with daily dinner numbers and compete Form 7 return
- Respond to requests from parents/carers for school uniform, maintain uniform stock and request orders as necessary
- Record and administer petty cash as required
- Dealing with incoming/outgoing mail
- To prioritise work to meet conflicting deadlines
- To undertake administrative duties including:

- Preparing more complex correspondence, record keeping, filing and photocopying
- Managing meeting rooms and dealing with hospitality
- To input and keep pupil records up to date using computerised systems i.e. SIMS (pupil and pupil attendance data), ensuring the highest level of accuracy at all times
- To collate and prepare information from a variety of sources
- To communicate effectively with internal and external agencies and colleagues in relation to work undertaken
- To work with others to help improve work organisation and effectiveness
- To assist in the training of new team members
- Contribute and assist in the production of materials/prospectus to market and communicate the School aims effectively
- To ensure promotion and support of Equality and Diversity and Health & Safety
- To undertake varied administrative tasks as part of the admin team, including photocopying, filing, data input, cover at front desk, cover for absent colleagues, replenishing stationery and other items
- To be flexible and work according to needs, which may involve assisting other areas which are commensurate with the grading of the post
**Relationships**

The post holder will be required to work flexibly to deliver an efficient service.

There will be regular contact with pupils, colleagues, other members of staff, line managers and internal and external customers.

**Economic conditions**

Grade:
Level B3

Annual Leave:
Term time only working (plus 5 days)

Hours:
**37 **hours per week

Conditions of Service:
NJC Conditions apply

**Prospects**

**Promotion**

Whilst there is no automatic progression to any more senior posts, opportunities do exist for advancement and promotion, dependent upon normal staff movements and on the capabilities of the individual post holder.

**Training**

The School encourages training both “in-house” and external to meet the needs of the individual and of the Service.

**EMPLOYEE SPECIFICATION**:
**SKILLS**

**Ess**

**Des**

**MOA**

**Able to communicate effectively with a wide range of people**

**A/I**

**Able to input/ retrieve information from databases**

**T**

**Able to process documentation using Word**

**T**

**Able to accurately enter/retrieve data information from information systems**

**T**

**Able to work flexibly as part of a team & show initiative**

**A/I**

**Able to prioritise work to meet conflicting deadlines**

**A/I/T**

**Able to demonstrate good numeracy & literacy skills**

**A/I**

**Able to assist in the training of new team members**

**A/I**

**KNOWLEDGE/QUALIFICATIONS**

**Ess**

**Des**

**MOA**

**Knowledge of general office procedures and practice**

**A/I**

**NVQ Level 3 or equivalent**

**C**

**Knowledge/qualifications demonstrating ability in numeracy and literacy**

**C**

**EXPERIENCE**

**Ess**

**Des**

**MOA**

**Experience of dealing with queries from a wide range of people**

**A/I**

**Experience of working in partnership with others to deliver work to set deadlines**

**A/I**

**Experience of providing customer focussed services**

**A/I**

**Experience of participating in teams and working on own initiative**

**A/I**

**Experience in the use of the Microsoft package**

**A/I/T**

**E