Administration Assistant

4 days ago

Nottingham, United Kingdom Arnold Hill Spencer Academy Full time

**Post Title: Administration Assistant**

**Location: Arnold Hill Spencer Academy**

**Salary/Pay Range: NJC5 - NJC7 £18,919 - £19,615**

**Hours of work: Full Time 37hrs, Term Time plus 1 week, Permanent, Working Hours 8:00am to 4:00pm Mon-Thu, 8:00 - 3:30 Fri**

**Reporting to: Head Teacher’s PA**

**Purpose of Role**

It is essential that Arnold Hill is at the forefront of efficient and effective systems which contribute to the academy’s visions of raising achievement. As often the first point of contact, you have a central role in an effective and efficient organisation which values the customer. You will provide a professional administration service for the school and act as a first aider when required. You will be an essential member of the Administrative Team and contribute towards the smooth running of the Academy. You will have a high level of contact with both senior management and teaching staff.

**Nature and Scope**

Working as part of this important team you will be required to carry out the following duties. The nature of the Academy Year requires some of these tasks to be done regularly whilst others will be on an annual cycle.

The post holder will be expected to use all Trust standard computer hardware and software packages where appropriate.

**Main Duties and Responsibilities**

Specific responsibilities include:
**Trips and Visits Administration**

You will be responsible for the administration of Academy Educational Visits and charitable fundraising events, ensuring best value on expenditure.

Duties of this post will include:

- Liaison with, and production of Trip reports for, visit leaders, Senior Leadership Team (SLT) and the Educational Visits Co-ordinator (EVC)
- Booking any transport required; building networks with suppliers to ensure ongoing value for money, reliability and the safety of students and staff
- Completing and submitting paperwork to tour operators on behalf of the visit leader
- Booking flights, submitting passenger information and completing online check in
- Typing and distribution of all Educational Visits related correspondence
- Using Google Drive to create and collect parental consent and other relevant information required for each visit
- Responding to queries from visit leaders over attendees and payments
- Updating the school calendar and website
- Liaison with the Attendance Officer and Sixth Form Administrator to ensure student absences are recorded accurately in SIMS
- Notifying the Catering Manager of student absences to assist with their meal planning, and requesting packed lunches as appropriate
- Preparing and maintaining information relating to Educational Visits and charitable events on Tucasi and internal databases
- Maintaining an overview of all upcoming visits
- Maintaining a current knowledge of risk assessment procedures and work with the EVC, and their line manager in their absence, to ensure a secure and safe system is in operation for students off-site
- Accessing information recorded on the Exeant system for each visit, and updating participant information for the Principal.
- Ensuring the visit leader and the Academy’s emergency contact each have a complete pack including an up to date register, Exeant form, risk assessments, consents, and emergency medical and contact information. Ensuring the Visit leader has a first aid kit and mobile phone.

**Office Administration**:

- Provide general clerical support to staff within the academy, including typing of letters and other documents, photocopying and filing, etc. as required
- Use SIMS, Synergy and the Google Drive to assist the Data Team in the accurate record-keeping of student information.
- Maintain stationery stocks for the administrative staff
- Assist with content management of the Academy’s social media sites in order to celebrate our successes, and share important messages
- Attend staff meetings, evening events (such as Parents’ Evenings and Open Evenings) and INSET activities where relevant
- Communicate with parents regarding all aspects of Academy life, receiving and passing on information between parents and teachers, including phoning parents when necessary
- Communicate with the site team and teaching staff using the two-way radio system
- Understand Data Protection and Confidentiality
- Work to deadlines in a calm and confident manner when under pressure. Be organised, able to multi task, work flexibly and have a “can do” approach
- Uphold and actively support the academy’s policies and procedures
- Carry out any such task as shall be deemed necessary to the smooth running of the Academy

**Reception**:
There may be occasions when you will be asked to cover Reception. Reception is open each day from 7:30am to 4:00pm and it is important that these hours continue. When on reception the extra time per week can be claimed back as TOIL. Reception duties include:

- Ensure the safety and security of the Academy at all times, making sure that entry to the

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