Administrative Assistant and Absence Coordinator

4 weeks ago

StokeonTrent, United Kingdom Birches Head Academy Full time

Purpose of the Post:

- To assist with the school Main Reception, switchboard and safeguarding of all visitors and

safeguarding.
- To assist with the general administrative support to the school.
- To be responsible for the reprographics and printing support for the whole school.
- To assist with the monitoring of school policies.
- To act as the first point of contact for all staff absences and liaise with external agencies as needed to arrange for supply.

Academy.

**Duties**:

- To act as receptionist/administrative assistant.
- To carry out general administrative duties including word processing, creating and updating

spreadsheets, mail merge and data entry.
- To assist with matters relating to attendance/welfare under the direction of senior staff.
- To receive, retain and ensure the security of confiscated items from students, including: items of clothing,

jewellery and mobile phones.
- To update and maintain school information system and student records
- To monitor reprographic requests and action accordingly.
- To seek ways of improving quality in all aspects of the work.
- To assist with refreshments under the direction of the Office Manager.

Duties associated with core tasks:

- To act as first point of contact for visitors to the school and those making contact by telephone.
- To ensure all telephone and internal communication messages are recorded, including pupils’ absences and to

pass messages to the appropriate person.
- To receive, sign for, sort and distribute incoming and outgoing post.
- To ensure that all visitors are signed in and issued with a Visitor’s Pass.
- To check that pupils signing out have permission to do so.
- To attend to enquiries from pupils and staff.

Administration
- To assist in the administrative and clerical functions as required including the production and

distribution of reports, agendas, minutes, newsletters, invitations, posters, advertisements,

reprographics, filing, resources, correspondence as required.
- To carry out typing and data input as allocated by the Office manager.
- To create and maintain spreadsheets for data management and mail-merge.
- To update and access pupil records (paper-based and SIMS) and respond to queries.
- To maintain the school student filing system and archive.
- Reprographics and other associated tasks.
- To report to Assistant Office Manager any problems with processes you are responsible for and to

suggest improvements.
- Any other tasks commensurate with the post

Absence Coordinator:
**P**rovision of lesson cover in the following duties;
- Monitoring the out of schools request database and logging all appointments for staff that have filled in out of school forms in accordance with laid down procedures.
- Accept calls from staff from 6.30am till 6pm ringing in sick or reporting they will be absent from school.
- Produce cover lists so they are available for distribution by 8.00am in the morning.
- Book supply teachers through supply agencies or directly for cover when required ensuring best value.
- Greet supply staff / cover supervisor each morning with registers for each class they are taking so that registers are up to date, also with new supply staff brief them about policies, times of day, registers, buddy rooms etc.
- Pass cover work left to relevant teachers or cover supervisor.
- Monitor the amount of cover supervision completed by school teaching staff to ensure maximum 38 hours per year are not exceeded.
- Ensure prompt and accurate payment of relevant staff or agencies.
- Liaise with the Headteacher as needed to discuss cover and at weekly Bulletins

The information contained above is to help staff understand and appreciate the work content of their post and the role

they are to play in the organisation. However, it should be noted that whilst every effort has been made to outline all the

duties and responsibilities of the post a document such as this does not permit every item to be specified in detail. Broad

headings may therefore have been used in which case all the usual associated duties are included in this job description.

**Job Types**: Full-time, Permanent

**Salary**: From £18,859.00 per year

**Education**:

- GCSE or equivalent (required)

Work authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 11/07/2023

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