Administration Assistant

**Job description**

**Job Title**:Administration Assistant

**Location**:Sheffield, S35

**Reporting to**:Head Teacher

**Salary**:£10.50 per hour

**Working hours**:8.30am-4.30pm, Monday to Friday, 52 weeks per year

**Key Relationships**:Headteacher; Administration Assistants;
**Annual Leave**:25 days holiday a year pro rata in addition to relevant public holidays

**Description of Paces School**:
Paces Sheffield is presently a specialist centre and charity for children and adults with neurological conditions

(mainly cerebral palsy). Paces delivers Conductive Education: a holistic package of support that aims to help individuals obtain the greatest level of independence through a range of supportive measures.

Paces meets the physical and cognitive needs of individuals which are often not met holistically elsewhere.

Paces Sheffield was established in 1995; the organisation was born out of the experiences of parenting pupils with physical disabilities and their related learning difficulties.

Parents, staff, governors and trustees have overseen the growth of Paces as a charity, with the school gaining

Non-Maintained Special School status in 2009. Paces School (rated Good by Ofsted in 2019) currently has 51 children from ages 3-18, the school provides a personalised curriculum based on the National Curriculum through the framework of Conductive Education. Paces has a Family Service Team and an Outreach Team that supports approximately 20 families each year.

Paces also has adult day service and in addition to this also operates a Sessional Conductive Education

Programme for individuals with Parkinson’s and for individuals who have survived a stroke.

**Job Purpose**:
The administrative assistant is responsible for supporting with the administrative, financial and organisational processes within the school. They will also act as the initial point of contact for parents, visitors and other stakeholders so will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions.

**Main responsibilities**:
Responsibilities include, but are not limited to:
Update manual and computerised record/information systems

Update and maintain the school calendar

Manage and organise completed forms from parents

Report any issues with the school’s IT systems

Organise and distribute incoming and outgoing post

Provide administrative support to staff as needed

HR administration

Taking of minutes in meetings

Book training courses for all staff

Order, monitor and manage stock, ensuring best value following the school’s purchasing processes

Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary

Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required

Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

**Attendance administration**

Monitor and maintain an accurate record of pupil attendance, producing reports as necessary

Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed

**Reception**

Act as the first point of contact for parents and visitors arriving at the school

Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner

Seek support from other colleagues where necessary to respond to complex enquiries

Respond to messages promptly and accurately, passing on information to relevant staff members as necessary

Assist staff and pupils with the information and support they need

**Security**

Control access to the school in line with the school’s safeguarding procedures, including signing-in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures

Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures

**Written communication**

Update and distribute online and offline communications (e.g., letters, newsletters, social media posts etc.) to parents, staff and other stakeholders

Assist with marketing and promoting the school

**Finance**

Collect, record and issue receipts for payments from parents

Carry out financial administration in line with the school’s procedures

**Other areas of responsibility**

Read and follow the relevant school policies

Undertake training required to develop in the role

Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy

Contribute to the safety of children and young people and protect them from harm

**Person Specification**:
**Experience**:

- Carrying out administrative ta