Office Administrator

5 months ago

Nottingham, United Kingdom Fairfield Spencer Academy Full time

**Post Title: Office Administrator**

**Location: Fairfield Spencer Academy**

**Salary/Pay Range: NJC6-10**

**Hours of work: 37 hours per week (Term time only)**

**Reporting to: Office Manager/Principal**

**Overall Purpose of Post**

To provide pupil attendance focus, administration, and reception support to the school

**Main Duties and Responsibilities**

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. Specific responsibilities include:
**Pupil support**
- To be responsible for the daily attendance register using Sims.
- To lead and monitor attendance and attend weekly attendance meetings with the Deputy DSL.
- To assist with home visits in relation to attendance with the Deputy DSL.
- To update the Attendance Policy as required.
- To assist the Office Manager with updating the Admissions Policy.
- Working closely with the Local Authority and Deputy DSL in regards to children missing in education.
- Ensure that pupils arriving late and those leaving early are recorded in accordance with school policy.
- To complete and monitor attendance letters and unauthorised penalty notices paperwork in line with school and Local Authority policy.
- To issue all paperwork in regards to leave of absence requests.
- Maintaining and updating pupil records as required and generate reports using SIMS regarding pupil information, consent and contact details.
- To assist the Office Manager as required with the admissions process, i.e. inputting data, contact previous school for records, UPN, free meals information etc.
- To assist the Principal with Appeals working to the DFE School Admissions Appeals Code.
- To assist the Office Manager with disadvantaged funding and Early Years disadvantaged funding (Pupil Premium) and manage the systems to ensure appropriate funding is gained by school.

**Administration**
- To ensure all procedures are correctly followed for recording of medications given, including completion of forms by parents/carers.
- Monitoring of medication given.
- Operate reprographic equipment in order to provide an efficient service in accordance with school policy and arrange servicing when required
- To ensure that all administrative procedures are followed and to carry out administration duties as directed by the Principal, Office Manager and Senior Leadership Team
- To record all necessary incident on our safeguarding system (CPOMS).
- Comply with Equal Opportunities Policy
- Comply with the Health & Safety Policy and Legislation in the performance of the duties of the posting
- To undertake photocopying as required
- To undertake any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the job

**Reception**
- To receive and welcome all visitors to the school in a friendly and professional manner.
- Process ID checks for all visitors in accordance with the Trust safeguarding procedures ensuring that everyone is signed in and out and wearing appropriate identification.
- To seek to ensure the safety and welfare of pupils by being aware of unexpected visitors and reporting to senior management team any concerns.
- To ensure that all queries, either in person or by telephone are dealt with efficiently and appropriately.
- To keep display material up to date in the office and reception area, including parent packs, standard forms etc, and replenish as necessary to ensure the smooth running of the office.

**General**
- Work in a professional manner and with integrity and maintain confidentiality of records and information
- Maintain up to date knowledge in line with national changes and legislation as appropriate to the role
- Be aware of and comply with all Trust policies including in particular Health and Safety and Safeguarding
- Participate in the Trust Appraisal process and undertake professional development as required
- Adhere to all internal and external deadlines
- Contribute to the overall aims and ethos of the Spencer Academies Trust and establish constructive relationships with nominated Academies and other agencies as appropriate to the role

These above-mentioned duties are neither exclusive nor exhaustive, the post
- holder may be required to carry out other duties as required by the Trust.

**Additional Information**

**Person Specification**

**Essential**

**Desirable**

**Qualifications and experience**

Good standard of education especially with regard to literacy and numeracy skills.

GCSE Maths and English grade C or equivalent

Experience of working in a busy office

General reception, clerical and administration

Previous experience in an educational environment

Cash handling experience

**Knowledge and skills**

Ability to work calmly u

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