Administration Officer

2 weeks ago

London, United Kingdom Highshore School Full time

**Purpose**:
To co-ordinate all administrative functions in order to assist in the smooth running of the school and to maintain accurate accounts and systems of financial control as regards delegated financial duties. As part of your duties, you are expected to work in conjunction with the line manager.

1. To be responsible for assisting in managing the school office.

2. To assist in the maintenance of the various school computerised databases of pupil and staff information.

3. To provide administrative support to the SLT as appropriate.

4. Financial Administration.

5. Administration support for EHCp

**Principle Accountabilities**

**1. Responsibility for assisting in managing the school office, including**:

- Co-ordinates and supervise the work of office staff and to ensure the school office is organised efficiently.
- Liaising with line manager relating to work to be undertaken by the office
- Assisting with monitoring the induction of any new member of the office staff.
- Deputising for the line manager in relation to the above duties, in her/his absence.
- General word processing.
- Provide administrative support in organising safety procedures, including fire drills.
- Oversee the general administration of school dinners.
- Sign in visitors and obtain and check relevant vetting documents

**2. Assisting in the maintenance of the various school computerised databases of pupil and staff information, including**:

- Maintaining and updating the school’s database of pupil records with all key information including medical information, attendance and family details.
- Update School’s electronic sign in system (Inventry) and produce reports
- Liaising with school medical lead and external professionals as directed
- Completing termly DfE pupil census
- Producing electronic reports from MIS for SLT research and monitoring

**3. To provide administrative support to the School Leadership Team as appropriate, including**:

- Assisting the SLT in all aspects of their roles, including contacting parents and pupils where necessary
- Attending meetings as and when required and taking notes / minutes.
- In liaison with the SLT, maintaining a confidential filing system.

**4. Financial Administration.**
To be responsible for accounting procedures in the school as regards to
- School journey accounts and Enterprise funds
- School accounts and banking of dinner monies
- To be responsible for petty cash including banking
- To keep a record of expenditures and process payments

**5. Administration support for EHCp**
- Organise and review schedule for EHCp Reviews meetings and make final modifications having consulted with SLT, teaching staff and LA EHCp coordinators
- Liaise with the LA EHCp co-ordinators out of borough LA co-ordinators
- Contact LA and ensure that Highshore has an electronic & paper copy of all EHCp plans for every pupil
- Create electronic folder containing all EHCp documentation for each pupil
- Contact parents and arrange for them to attend EHCp meetings
- Contact outside organisations and request reports and inform them of EHCp meeting dates (Transition team, social care, CAMHs, OT)
- Liaise with all stakeholders to ensure all sections of EHCp documents are updated for pupils they work with within the allotted
- Liaise with school staff involved with transition in order that they attend EHCp meeting

**General Statements**
- Required to carry out all reasonable duties and responsibilities of the post in accordance with the Councils’ policies and procedures and standing orders.
- All employees are required to declare any conflict of interest that may arise before or during their employment.
- Any outside activities, either paid or unpaid, must not in the view of the School conflict with or react detrimentally to the Authority’s interest, or in any way weaken public confidence in the conduct of the School’s business.
- Undergo and meet school conditions for a satisfactory enhanced DBS check.
- Must comply with all equality legislation, policies and procedures; actively promote ways of eradicating and challenging racism, prejudice and discrimination through the School’s policies and procedures.
- To have due regard for safeguarding and promoting the welfare of children and young people, and to follow the child protection procedures adopted by the Southwark Safeguarding Children Board.
- Ensuring work is line with the School's Green Commitment Policy goals.
- Being aware of responsibilities under the Data Protection act for the security, accuracy and relevance of information held and maintained.
- Treating all information acquired through your employment, both formally and informally, in strict confidence
- To demonstrate a commitment to good customer care.
- Any other duties of an appropriate level and nature will also be required.
- Participaing in training to be able to demonstrate competence.
- Participating in first aid training as required.
- Participating in the ongoing developm

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