Senior Admin Officer

**THE**
**EDUCATION**
**ALLIANCE**
**JOB DESCRIPTION**

Senior Admin Officer **Reporting To**: Head of Administration & PA to Headteacher **Pay Scale**:9

**Hours of Work**:37 hours, Full Time

**Job Purpose**: The post holder will oversee, co-ordinate, monitor and supervise the daily work of the school Administration Officers and
Receptionist to ensure the smooth running of the administration and reception services. To provide specific administrative support to the Assistant Headteacher and Deputy Headteachers. To cover for the PA as and when required. To oversee and manage the reprographics environment ensuring the administration team are producing high quality documents, in a cost effective and timely manner. To manage the Work Experience Programme. To manage the immunisation arrangements in the school. To manage the lettings facilities of the school. To manage the School Trip (Evolve) arrangements for the school. To manage the banking/petty cash procedures of the school.

**Key Responsibilities**:

- To oversee, co-ordinate, monitor and supervise the daily work of the school Administration Officers, Receptionist and Cover

Officer
- Contribute to the recruitment of new office staff
- Supervise the induction, training and performance management of the Administration Officers, Receptionist and Cover

Officer
- Provide advice, guidance and support to the administration assistants to respond to more complex or non-routine matters
- To oversee all pupil data, including the transfer of pupil data for the new year 7 intake/In Year Transfers and associated activities in order that pupil transfers are managed effectively
- To be responsible for general housekeeping both using MIS and paper files
- To keep pupil data in MIS up to date using:

- Data Collection Forms
- SLG online forms (MIS)
- Change to pupil details forms
- To ‘off roll’ pupils in a timely manner
- To action managed moves in a timely manner
- To comply with the Data Protection Act, the Freedom of Information Act and requirements on confidentiality and ensuring documentation is filed securely and appropriately
- Responsible for the archiving of all pupil information and appropriate disposal of pupil records in line with the schools retention policy
- Preparation and distribution of letters and associated paperwork, investigating and responding to queries where necessary
- Resolving parent/carer queries either electronically, in person or via telephone
- To oversee the out-going postal system, ensuring the franking machine is kept updated with relevant costings
- Coordination of Pigeon Holes
- Responsible for the organisation of vaccination sessions in school
- Responsible for producing and distributing the weekly Parent/Carer Newsletter
- Providing ParentPay admin support including, but not limited to:

- Running weekly financial reports
- Creating parent and staff accounts and distributing activation letters
- Creating and amending payment items
- Chasing payments
- Processing refunds
- Sharing data with school staff
- Management of the distribution and collation of School Trip Medical Consent
- Management of the Work Experience programme
- Management of all other administration functions, including but not limited to:

- Minute meetings
- To run and create MIS reports
- Scanning documents to pupil files
- Dealing with admin phone calls
- Biometrics
- Food labelling for the kitchen
- MIS Parent App
- To provide specific administrative support to the Assistant Headteacher and Deputy Headteachers
- To cover for the PA as and when required
- Manage the lettings facilities of the school
- Manage a cost effective and responsive reprographics service
- To assist the Business and Finance Manager with any financial audits
- To manage the school trip arrangements of the school
- To manage the banking/petty cash procedures of the school
- To have a flexible approach to work as it may be necessary to attend meetings and events outside normal working hours.
- To engage in continuous professional self-development.

**Specific**:
The post holder will be expected to work within the trust and schools’ policies and procedures and uphold the organisation’s vision.
Performing other such duties as reasonably correspond to the general character of the post and are commensurate with its level of responsibility.

**The key competencies and behaviours commensurate with this post are identified overleaf.**

**General Information**:

- _The job description is not intended to be a complete list of duties and responsibilities, but indicates the major requirements of the post. It may be amended at a future time, to take account of the developing needs of the trust. The post holder will undertake any other duties at the request of the Head teacher, appropriate to the remit. _
- _The above principal responsibilities are not exhaustive and may vary without changing the character of the job or level of responsibility. _
- _The Health and Safety at Work etc. Act, 1974 and