Adminstrative Assistant Jd.pdf

**ADMINISTRATIVE ASSISTANT - JOB DESCRIPTION**

**All staff are required to act in accordance with the school’s ethos, policies and**
**practices, under the direction of the Head Teacher.**

**Main purpose**
The administrative assistant is responsible for supporting with the administrative, financial and organisational
processes within the school. They will also act as the initial point of contact for parents, visitors and other
stakeholders, so will be an ambassador for the school and embody the value, vision and ethos of the school in all
interactions.

**Duties and responsibilities
**1. General administration ** Update manual and computerised record/information systems
- Update and maintain the school calendar
- Manage and organise completed forms from parents
- Report any issues with the school’s IT systems
- Organise and distribute incoming and outgoing post
- Provide administrative support to staff as needed
- Book training courses for all staff
- Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
- Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to
- ensure it’s ready to use at all times, resolving any issues as necessary
- Assist with organising parents’ evenings and other meetings and events, including the organisation of
- rooms and equipment, and providing refreshments as required
- Keep records in accordance with the school’s record retention schedule and data protection law, ensuring
- information security and confidentiality at all times- tours
- Update relevant sections of the school website and other online systems
- Complete statutory and requested returns in a timely manner
- Liaise with external agencies to book sessions (incl. school nursing team, local businesses, school
- photographer etc)
- Order/amend lunch orders
- Run reports and provide data as requested
- Maintain and update class/club/trip lists as required
- Sort and distribute lost property
- Assist with booking activities (incl. swimming/trips)
- Issue reminders to parents

**2. Attendance administration**
- Monitor and maintain an accurate record of pupil attendance, producing reports as necessary
- Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance,

ensuring all safeguarding procedures are followed

**3. Reception ** Act as the first point of contact for parents and visitors arriving at the school
- Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
- Seek support from other colleagues where necessary to respond to complex enquiries

At Stoberry Park School, the health, safety and wellbeing of every child is our top priority. We expect all staff, Governors,

parent/carers and visitors to share this commitment to safeguarding our pupils.
- Respond to messages promptly and accurately, passing on information to relevant staff members as

necessary
- Assist staff and pupils with the information and support they need
- Receive visitors in a warm and friendly manner
- Ensure the office/reception is clean, tidy and presentable

**4. Security**
- Control access to the school in line with the school’s safeguarding procedures, including signing-in

visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and
safety procedures
- Be alert to unknown individuals on the school premises and report any concerns in line with the school’s

procedures
**5. Written communication**
- Update and distribute online and offline communications (e.g. letters, newsletters, social media posts etc)
- to parents, staff and other stakeholders
- Assist with marketing and promoting the school

**6. Finance**
- Collect, record and issue receipts for payments from parents
- Carry out financial administration in line with the school’s procedures
- Input, monitor and receive orders and invoices
- Seek quotes for items as requested

**7. Safeguarding**

The post holder will share the school’s commitment to safeguard, and promote the welfare of, the children in
our care. To be fully aware of and understand the duties and responsibilities arising from the Children’s Act 2004 and

Working Together (DfE 2018) in relation to child protection and safeguarding children and young people as
this applies to the worker’s role within the organisation.

worker’s role.
- To ensure that the worker’s line manager is made aware and kept fully informed of any concerns which the

worker may have in relation to safeguarding and/or child protection.
**8. General**
- Monitor the school gate, through intercom/camera to ensure the safety of the site
- Adhere to all school policies and procedures
- To promote and lead by example with the school’s standards of behaviour
- Participate in training as required

The duties of the postholder may be amended by the headteacher to include tasks in line with the pay band of

Agree