Admin Assistant

POST: Admin Assistant

GRADE: Grade 4 (SCP4 £25,185 -6 £25,989) (Actual 4 £21,855 -6 £22,553)

TERM TIME / FULL YEAR: Term time plus one week

HOURS/DAYS: 37 hours per week

CONTRACT TYPE: Permanent

RESPONSIBLE TO: Operations Manager

To provide administrative support and organisational services to the school to ensure the smooth running of the school on a day-to-day basis. The job holder will be under the direction or instruction of senior staff and/or their work is subject to checks and controls.

MAIN RESPONSIBILITIES:

· Use of analytical skills e.g. analyse and interpret data for reports

· Collate information for statistical returns, including attendance and the completion of administrative forms including assistance with examination entries.

· Be the front of house administrator for visitors to the school when required.

· Deal with enquiries either by telephone or face-to-face and ensure visitors sign into school following school protocol

· Liaise with parents/carers/staff and external agencies

· Assist with the organization and arrangements for school visits and events such as KS3 & KS4 Presentation evening, School photographs

· Provide general clerical support including clerical processes, IT based tasks requiring knowledge of various ICT packages, especially all applications of Microsoft Office and operation of office equipment

· Produce lists, information and data as requested by senior staff and provide administrative and organisational services to the school.

· Analyse and evaluate data and information and run reports.

· Take minutes at various meetings as required.

· Respond to reception and visitor enquiries

· Assist with producing marketing and promotion material for the school as directed

· Photocopying / printing as required

· Maintain manual and computerised records and management information systems

· Maintain stocks and supplies, selling and distribution as required for Student Services

· Provide administrative support for meetings and take notes at meetings

· Handling small amounts of cash

· Communicate incoming enquiries clearly and to the appropriate individual, in a timely manner and in line with school procedures

· Communicate effectively with staff, Governors, visitors, contractors, pupils and their families/carers

· Undertake reception duties; act as first point of contact in response to telephone and face-to-face enquiries when required

· Attend staff meetings and training days by agreement with the Headteacher

· Participate in performance management, training and other learning activities as required

· Undertake some administration of school accounts, including handling of small amounts of cash, collecting monies and payments of bills and invoices.

· Assist in the induction of new employees

· Monitor stock levels, order office materials, equipment and services and check incoming orders

· Highlight additional training and supervision needs to build on your skills and knowledge

· Participate in training and other learning activities and performance development as required

· To be committed to safeguarding and promote the welfare of children, young people and adults and raising concerns as appropriate

· Take responsibility for visitors to school, ensuring safeguarding protocol is followed

· Have an awareness and basic knowledge where appropriate of the most recent safeguarding legislation

· Maintain computerised and manual pupil/staff records

· Use and update MIS system(s)

· Be aware that different types of information exist (for example, confidential information, personal data and sensitive data), and appreciate the implications of those differences

· Share information appropriately – in writing, by telephone, electronically and in person

· To comply with the Trust's policies and supporting documentation in relation to GDPR, Data Protection, Information Security and Confidentiality

· Share information confidentially about pupils with teachers and other professional as required

· Pay due regard to professional boundaries, maintaining appropriate levels of confidentiality

· Be aware of and implement your health and safety responsibilities as an employee and where appropriate any additional specialist or managerial health and safety responsibilities as defined in the Health and Safety policy and procedure.

· Promote inclusion and acceptance of all pupils

· Within own area of responsibility work in accordance with the aims of the equality statement, treating individuals with respect for their diversity, culture and values

· This job description contains the key areas of responsibility and accountability, the expectations specific to the grade, example duties / tasks, the pay range and the line manager / reports to. Specific tasks do not form part of the contractual element of the job description and may change (in discussion with the employee) in line with the needs of the school / Trust. Any duties carried out at a higher grade will be appropriately remunerated and will be on a short-term basis.

· The Pennine Trust requires that all employees offer the best level of service to customers and behave in a way that inspires excellence and enthuse confidence. Customers will be treated as individuals, with respect for their diversity, culture and values.

· The Pennine Trust requires a commitment to its mission, vision and values and to always have due regard to equality, diversity, dignity and respect.

Job Types: Permanent, Part-time

Pay: £21,855.00-£22,553.00 per year

Expected hours: 37 per week

Benefits:

• On-site parking

Education:

• GCSE or equivalent (preferred)

Experience:

• Administration: 2 years (required)

Work Location: In person