Office Administrator

Main Purpose: To assist with the smooth running of the main school office. To provide essential administrative and clerical support that ensures the smooth and efficient day-to-day operation of the school .To provide full administrative support to senior leaders as required. To manage the front of the house greeting all visitors on site. To assist with school performances and special events. To project a professional image of the school at all times.

Duties and responsibilities

• Greet and assist parents, students, staff, and visitors in a professional and friendly manner.
• Maintain accurate and up-to-date student records using our SMS System (ET-AIMS) including enrolments, attendance, and academic data.
• Manage incoming and outgoing communications, including emails, phone calls, and mail.
• Prepare correspondence, reports, memos, and other documents as required by school leadership team.
• Coordinate school events, meetings, excursions, and timetables.
• Process financial transactions including invoices, purchase orders, petty cash, and school fees.
• Maintain office supplies and equipment, ensuring resources are well-stocked and functional.
• Assist with first aid and student health records.
• Support staff with administrative needs related to teaching and learning.
• Ensure compliance with relevant education department policies and procedures.
• May be required to cover Reception during staff absences.

Medical & H&S

• Working with the Administration team to manage the First Aid/Medical room resources carrying out regular checks of First Aid stocks
• Ordering stock for First Aid grab bags and medical room as required under the supervision of the SBM.
• Management and administration of medication to pupils as required, ensuring parents are contacted when medication is running low in a timely manner.
• Following the schools Medical and First Aid policies and procedures.

Health and Safety

• The jobholder is required to exercise their duty of care by taking responsibility for their own health and safety, and the health and safety of other people who may be affected by their acts or omissions (failure to act). Full guidance regarding health and safety is set out in the School's Health and Safety Policy, and in any risk assessments relevant to the jobholder's role or circumstances. Both can be accessed via the jobholder's line manager and must be observed.

Confidentiality and Data Protection

• The jobholder is expected to comply with the provisions of the Data Protection Act 1998. Any information they have access to, or are responsible for, must be managed appropriately and any requirements for confidentiality and security observed. Information must not be disclosed to any person or Authority, for example a parent or the Police, without observing the correct procedure for disclosure as set out in the school's Data Protection Policy. Equality and Diversity The school is committed to equality and values diversity. The school is committed to fulfilling its Equality Duty obligations, and expects all staff and volunteers to share this commitment. The Duty requires the school to have due regard to the need to eliminate unlawful discrimination, harassment and victimisation, advance equality of opportunity and foster good relations between people who share characteristics, such as age, gender, race and faith, and people who do not share them. Staff and volunteers are required to treat all people they come into contact with, with dignity and respect and are entitled to expect this in return

Training and Development

• The school has a shared responsibility with the jobholder for identifying and satisfying training and development needs. The jobholder is expected to actively contribute to their own continuous professional development, and to attend and participate in any training or development activities required to assist them in undertaking their role and meeting their safeguarding and general obligations.

Other duties commensurate with the role

• General administration including sending letters, filing and making telephone appointments under the direction of the Senior Leadership Team.
• Set a good example in terms of personal presentation, speech, attendance and punctuality.
• Undertake such training as may be reasonably required by the school.
• All staff are expected to be positive spokespeople for the school and to role model the professional behaviors and attitudes we expect to see in the pupils.

Personal Specification

JOB TITLE: School Administration Officer.

DIVISION: Admin Department

CRITERIA

QUALITIES

Desirable Qualifications and training

• Business Admin
• GCSE/A-Level qualifications A-C English and Maths
• Qualifications and/or training certificates evidencing admin skills. Educated to Business Diploma level.
• Professional or technical qualifications.
• Experience of ET-AIMS MIS System

Experience

• Working knowledge of processes, procedures, and systems within schools or other educational environments.
• Experience of working in a customer service environment.
• Clerical and secretarial experience.
• Previous experience working in an environment with young people
• Keen to do things well and work steadily to meet targets.
• Enjoy challenges and work well when time is short or when things are difficult.
• Produce complete, detailed, and realistic project plans. Think about resources and expertise needed to complete work.
• Experience of working with others to create, review, and change plans where necessary.

Knowledge, skills and aptitude

• Advanced skills in literacy verbally and written. Intermediate and skilled user of Microsoft office packages, specifically word and excel.
• Ability to plan and organise your own workload.
• Able to use resources to respond to customer needs or problems. Consultative and inclusive approach/ways of working.
• Discrete and confidential approach/ways of working.
• Has an ability to work alone or as part of a team.
• Shows an enthusiastic and positive manner.
• Service driven.
• Demonstrates a flexible approach to the needs of the school and operation of the school admin function (incorporates admin, and finance).
• Able to communicate clearly in a way that people understand. See the importance of sharing and communicating well.
• You explain why decisions have been made and use examples to support them.
• Organise work to meet deadlines and priorities.
• Prepare in advance to work proactively.
• Balance any conflicting priorities when you need to.

Personal development and qualities

• Happy to embrace and engage in new ideas and ways of working and can see the good that change can bring.
• You can cope with change and handle situations that seem unclear.
• You understand how other people feel when faced with change and help to build their confidence in the changes
• You work with other people to find ways of solving problems.
• You work flexibly and you're happy to help staff and pupils. You try to improve your team's performance as well as meeting your own personal goals.
• You build strong relationships with colleagues and families.
• You share knowledge, expertise, and best practice with others

Whilst every effort has been made to include the specific roles and responsibilities here, an employee will be expected to comply with any reasonable request made by a manager to undertake work of a similar level of responsibility which may not be identified above.

All staff are expected to follow the guidance and expectations of the Staff Code of Conduct and school policies and procedures as outlined in the Staff handbook.

The school will endeavor to make any necessary reasonable adjustments to the job and the working environment to enable access to employment opportunities for disabled job applicants or continued employment for any employee who develops a disabling condition.

This job description is current at the date shown but, in consultation with you, may be updated and changed by your performance manager, in agreement with the Head teacher to reflect changes to the job commensurate with the grade and job title.

Job Type: Full-time

Pay: From £21,364.00 per year

Experience:

• Administration: 1 year (preferred)

Work Location: In person