Office Administrator Assistant
4 days ago
**JOB TITLE**:Attendance and Administration Officer
**POSTHOLDER**:
**SALARY/GRADE**:£19,264
Term time plus 5 days, 35 Hours per week. 5 days to be worked at agreed dates
40 weeks per Year,
**WORKING **in the school holidays in line with the needs of the school.
**TIME/TERMS**:8.00 am - 4.30pm - 30 minutes lunch
**PRIMARY PURPOSE **To support the management and organisation of the administrative processes
**OF THE JOB**:within the school, with responsibility for the attendance lead, pupil information and reports, maintenance of free school meals and general clerical work.
**DIRECTLY **Business Manager
**RESPONSIBLE TO**:
**MAIN AREAS OF RESPONSIBILITY**
**Reception and front ** To provide daily reception duties as required using relevant IT systems.
**of house ** To answer telephone calls and take messages and relay them as appropriate.
**responsibilities ** Deal with routine queries from staff, pupils, parents and the general public.
- Route as appropriate, complex queries from staff, parents and visitors.
- Greet all visitors in a professional manner.
- Ensure process of ID Badges for visitors entering and leaving the school.
- Receive, check and sign for delivery of equipment etc and inform/liaise with
Facilities staff in order to arrange transfer of such equipment/items from point of delivery to storage areas.
- Organising refreshments for visitors when required.
**Administration ** To support the management and smooth running of the school office.
- Provide a comprehensive administrative and clerical service.
- Administer the Pupil Attendance Monitoring process, maintaining accurate pupil attendance records in line with legislation and regulations and producing reports as required.
- Word processing to include letters, publications and newsletters, minutes, e
- bulletins or other relevant matter
- To process latecomers and ensure dinner and attendance registers are updated.
- Meet with EWO and parents on attendance issues.
- To undertake home visits with senior members of staff to ensure child’s safety and wellbeing.
- Maintain and update Free School Meals information and data
- Responsible for School fund, Dinner Money, Trip Money.
- Liaise with other staff regarding persistent absentees
- Follow through incomplete registrations and reasons for absence
- Compile and maintain the school’s attendance data profiles including reasons for absence and vulnerable groups at risk of absence
- Produce returns for local and central government
- Process routine incoming and outgoing mail
- Produce and maintain an adequate supply of school brochures and handbooks and any other documentation required to support the school.
- Maintain office stocks and supplies.
- Produce lists, information and data as required.
- Produce detailed reports and Submit Data for Pupils on Sims.
- Provision of admin support to teaching staff and senior management team
- Data input
- Filing, photocopying, and laminating when needed
- Cash duties and the passing of invoices for payment and stock control
- Communicating with parents using the school, website and text messaging service.
- Updating the school website with relevant publications
- Assistance in admissions enquires and correspondence
- School trip administration
- School photograph administration
- Creation and issue of Microsoft forms and surveys
- Support in completion of statutory or statistical returns
- Create mailing labels as required
- Maintaining a clean, tidy and orderly admin office
- Assist with organising meeting rooms (booking space, arranging furniture etc.).
- Organise refreshments for meetings, including ordering food and making tea and coffee
- Assist with the preparation and circulation of meeting papers
- Assist with the management of guest lists for school performances and special events, both at the School and at external venues
- Organise refreshments and assist with any other preparations such as signage, furniture etc.
- Produce performance programmes
- Assist with the coordination of internal photo-shoots
- Assist with maintenance of image archive
- Manage the school’s calendar, as delegated by the office manager and head teacher to ensure smooth running of the school and safeguarding of pupils.
- Ensure school files are kept up-to-date, such as ensuring the most recent copies of school policies are available on the shared computer system and pupil details are updated at the start of the year or as information comes in from parents.
- Request records from previous schools, where necessary, and make follow up calls.
- Support to any other aspect of the school’s admin function under the direction of the business manager.
- Assist with the organisation of school trips, e.g. finding venues and contacting transport companies.
- Scan documents and shred those no longer required.
- Request, collate, proofread and print reports, letters and documents.
- Maintain an up-to-date and accurate inventory of stock. Employ an effective, thorough and a
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