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School Administrator

4 months ago

Northampton, United Kingdom Overstone Park School Full time

**Overstone Park School**

**Position: School Administrator**

**Attendance 8.00** **am to 5.30 pm, Monday to Friday**

**Salary £28,000 per annum.**

**Start date March 2024.**

**School Administrator (full-time, year-round contract) Head of Administration**

**8 weeks paid holidays per annum.**

**The school administrator’s responsibilities include handling all allocated tasks**:

- Answering questions and queries.
- Understanding the school’s policies.
- Assisting with the recruitment of new staff members.
- Communicating with parents, teachers, and pupils as required.
- You should be able to take charge of your department and provide the necessary supervision.
- To be successful as a school administrator, you should be detail-oriented without losing sight of the bigger picture.
- You must have the capacity to handle multiple responsibilities and cope under pressure.

**School Administrator Responsibilities**:

- Understanding and reviewing the way the school and all its departments function.
- Taking into account each teacher’s workload and extracurricular activities when developing class schedules.
- Attending meetings and scheduling appropriate staff team-building sessions.
- Conducting research on professional and ongoing learning workshops and sharing these opportunities with teachers and other staff.
- Ensuring fair allocation of budget and resources.
- Completing fees invoices.
- Keeping track of pupil’s successes and failures and preparing appropriate interventions.
- Managing school security, caretakers, and other ground staff.
- Assisting with the hiring, recruitment, training, and onboarding of new staff.
- Establishing and maintaining good relationships with parents, pupils and staff at other schools.
- Preparing and submitting drafts of proposals, financial reports, and other documents.
- Understanding how the examination entry and results systems work.
- To be able to enter pupils and obtain results and all key information from the interchange of each examination board used by the school.

**PURPOSE OF THE POST**:

- To ensure the smooth running of the office.
- To provide full administrative support to the Principal administration team and teaching staff as required.
- To manage the “front of house” area - greet all visitors and make them feel welcome, and cover the phone system.
- Working to excellent levels.
- To arrange internal meetings.
- To manage the planning and delivery of school events.
- To project a professional image of the school at all times.

**KEY Responsibilities**:

- Buying resources.
- Administration.
- Admissions.
- Completion of Provision maps.
- Completion of annual review reports.
- Recruitment.
- Safeguarding recruitment checks.
- Keep updated with statutory requirements.
- Registry.
- Examinations officer.
- Updating school policies.
- School Inspections.
- School fees invoices.

**General office administration and front-of-house duties**:

- Meet and greet all visitors to the School.
- Answer and direct all incoming phone calls.
- Process and distribute incoming posts and prepare outgoing posts.
- Carry out general admin duties.
- Upkeep of contact records, including pupil, staff, and trustee contact information.
- Create mailing labels as required.
- Order stationery, first-aid equipment, and sundries.
- Maintaining a clean, tidy, and orderly admin office.

**Day to Day running of the School**:

- Help maintain general order in the school e.g. clearing lost property and tidying the notice board.
- Assist with the management of building and locker keys.
- Manage the noticeboard, updating as required.
- Assist with the upkeep of Virtual/ Online Learning Environment
- Examination officer duties.

**Internal Meetings**:

- Assist with organising meeting rooms (booking space, arranging furniture, etc.)
- Organise refreshments for meetings, including ordering food and making tea and coffee.
- Deployed to administrative assistant.
- Assist with the preparation and circulation of meeting papers.
- Write minutes for fortnightly staff meetings, monthly admin meetings, termly pupil staff meetings, and other meetings as required.

**School hire**:

- Manage booking requests.
- Maintain hire documentation.
- Create invoices and liaise with the Finance Department regarding payments.
- Coordinate necessary security for hires.

**Marketing & Events**:

- Assist with the management of guest lists for school 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 photography.
- Assist with the maintenance of the image archive.
- Format and send termly newsletter.

**Finance**:

- Process invoices
- Pay invoices
- Pay subscriptions for school software.
- Process online payments for of fees.
- Filter and respond to enquiries from participants and parents.
- Prepare relevant paperwork, such as registers,