Administrative Assistant
5 months ago
**APPLICATION FORM AND ALL RELEVANT DOCUMENTS ARE AVAILABLE ON THE SCHOOL WEBSITE**:
**POST TITLE**:Administrative Assistant (SCP 5-6)
**LOCATION**:Enniskillen Royal Grammar School
**RESPONSIBLER TO**:The School Principal through the Bursar
**JOB PURPOSE**:
To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors and assist with the organisation and management of the school office.
**MAIN DUTIES AND RESPONSIBILITIES**:
- **Supervision** **Allocate, control and monitor work of appropriate staff**:
- Identify and provide on the job training to appropriate staff
**Note**: This is a discretionary element of the job description. The grade may be awarded if supervision is not a component of the post.
**2. General Administrative Processes and Records**
2.1 Provide administrative, clerical and secretarial support for the Principal, school staff and Board of Governors.
2.2Develop, maintain and operate manual and/or computerised information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
- **Complete and submit all returns, records as required.**:
- Contract with relevant personnel to receive and provide information.
**3. Purchasing and Supplies Administration**
3.1 Operate/ oversee requisitioning procedures including the ordering, purchasing, receiving, checking, storage and distribution of resources.
3.2 Stock control of resources
3.3 Arrange for the maintenance of equipment in association with other school staff.
**4. Finance**
- **Receive, receipt and account for all cash.**:
- Bank monies and maintain computerised banking records.
4.3 Communicate with relevant personnel and provide assistance in relation to financial procedures.
**5. Reception, Secretarial and Secretariat**
- **Operate the telephone/switchboard, receive visitors and provide hospitality as required.**:
- Provide word processing/typing, filing, duplication and photocopying in support of administrative processes, including the use of E-mail, intranet, and internet facilities, where appropriate.
- Sort, screen and distribute all mail.
- Ensure the secure storage of valuable items and confidential documentation.
- Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school events
- Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff within the school.
- Communicate on a regular basis with professional staff from outside agencies in order to receive/ provide information e.g. medical personnel, social services agency, personnel etc.
- Keep staff, pupils and parents informed of matters relating to school activities.
- Service meetings and draft minutes as required.
**6. Other Duties**
- **Assist work placement students with practical tasks and assignments within the school office (where appropriate).**:
- It is envisaged that the postholder will undertake a first aid qualification and act as a recognised first aider in the school
- Storage of lost property items and return of same to owner where possible
- Such other duties as may be assigned with the level of the post.
**___________________ _________**
**Postholder Date**
**___________________ _________**
**Designated Line Manager Date**
**___________________ _________**
**Principal Date**
**Job Types**: Part-time, Permanent
**Salary**: £12.87-£13.09 per hour
Expected hours: 32.5 per week
**Benefits**:
- Company pension
Schedule:
- Monday to Friday
**Education**:
- GCSE or equivalent (required)
**Experience**:
- Administrative experience: 1 year (preferred)
**Language**:
- English (required)
Work Location: In person
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