Administrator

4 months ago

Rugby, United Kingdom St Oswald's C of E Academy Full time

**Administrator Job Description**

**KEY PURPOSE**
To provide reception, clerical, HR and financial administration support for the academy under the direction and supervision of the Academy Business Manager.

**ACCOUNTABILITIES**
The appointee will be line managed by the Academy Business Manager.

**PRINCIPLE RESPONSIBILITIES**

**Reception**
- Provide a welcoming reception service for the school, acting as a first point of contact for pupils, parents and visitors, dealing with enquiries as they arise, ensuring that the school’s security and safeguarding procedures are adhered to at all times.
- Make and receive internal and external telephone calls, filtering and directing as necessary, taking accurate messages as required and delivering to the recipient in a timely manner.
- Arrange appointments and meetings on behalf of the leadership team as directed, liaising with parents, professionals and other outside agencies and adding to the school electronic diary as requested.
- Ensure the office and reception area facilities are tidy and presentable on a daily basis.
- Provide refreshments for visitors as required.

**Administration**
- Effective maintenance, administration and update of the SIMS database including pupil records and information, attendance, school meals, free school meals, assessment, school census, year-end processes, etc.
- Ensure daily post is received, opened where directed, distributing named post to appropriate staff, dealing with enquiries and replying to standard correspondence as delegated.
- Responsible for sending all outgoing mail and ensuring adequate cash and supplies of stamps are maintained.
- Record school meals and supply catering staff with numbers on a daily basis and in a timely manner. Print meal requirements for the midday supervision team. Verify the catering return weekly for total numbers and update figures weekly on the central catering reconciliation spreadsheet.
- Administer and maintain the Early Years portal for Nursery pupils ensuring that the termly census is completed and the relevant funding agreements have been completed by parents/carers.
- Check and sign for deliveries. Where directed check goods against the relevant delivery note, and advise the Academy Business Manager of any discrepancies or missing items before distributing to the appropriate member of staff or storage area.
- Maintain and administer the ParentPay system for academy trips, after school clubs,
- Owlery fees, etc. and record entries on appropriate spreadsheets. Assist parents with registration if required.
- Receive bookings for the Owlery - Before and After School club. Maintain and update registers, financial information and liaise with parents and Owlery staff as required.
- Maintain and update delegated areas of the school website as required. This includes uploading school newsletters, letters to parents, school meals, school uniform, after school clubs, etc.
- Use the booking system on the school website to arrange Parents Evenings and other events.
- Act as a first point of call for sick pupils, contacting parents/carers or emergency contacts to advise when their child is sick or injured as directed. Collect children from their class and complete associated tasks for a child leaving the site.
- Support in administering medications to pupils as required, ensuring parents have completed the relevant consent form, and that medications are administered in line with school protocols.
- Maintain the parent and staff information boards, displaying newsletters, posters and bulletins as required.
- Liaise with the academy photography company to arrange school photographs and co
- ordinate arrangements for the day/s.
- Maintain and update Cool Milk system as required.
- Ensure that synchronisation between the main school information systems is taking place e.g. between SIMS and school website, T2P, OTrack, etc.
- Assist staff in the use of photocopiers, report any faults to the supplier in a timely manner ensuring follow up. Ensure sufficient stock of toner cartridges are available.
- Monitor admin and standard curriculum supplies, including photocopying paper, and place order to replenish in a timely manner.
- Liaise and place orders with the school uniform supplier as required, arranging distribution to parents of school and parent online orders.
- Undertake general filing, photocopying and laminating of information as directed.

**Attendance**
- Maintain daily attendance on the SIMS database in line with school procedures, checking entries made by teachers to ensure correct coding.
- Deal with the late arrival of pupils, recording reasons where available and make relevant entries in registers.
- Print out weekly registers for class and official registers monthly.
- Chase up absences where no contact has been made from the parent via
- T2P/telephone, liaising with the Attendance and Family Support Worker where there is cause for concern.
- Deal with holiday request forms from parents, r

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