School Administrator

Job Introduction
If you are passionate about working with pupils with special educational needs, we would love to hear from you. This is an exciting opportunity to join our team in the role of School Administrator. You would be working alongside other team members including senior leaders, classroom teachers, learning support assistants and other support roles.

Our Administrator is responsible for supporting with the administrative 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 values, vision and ethos of the school in all interactions.

**Administrator Specific Responsibilities**

General administration
- 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.
- Book training courses for all staff, where appropriate.
- 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.
- Work in collaboration with the Designated Safeguarding Lead to ensure attendance related issues are followed up in accordance with the safeguarding policy.
- Conduct well-being calls, monitor, record evidence and make staff aware of pupil absence in line with the attendance policy and procedures.

Reception
- Meet and greet visitors and other stakeholders with a warm and friendly welcome, upholding the ethos and values of Light Years School.
- Act as the first point of contact for parents and visitors arriving at the school.
- Follow safeguarding and fire safety procedures, including welcoming visitors to the school site.
- 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.
- Interact positively with pupils, building effective and caring relationships with them.

External Providers
- Build positive relationships with our external IT provider, liaising with them, raising tickets and support solutions on a day-to-day basis.
- Build positive relationships with our external catering company, liaising with them, notiffing them of pupil’s lunch choices.
- Work with the school’s Business Manager to liaise with other external contactors where appropriate.

Security & Safeguarding
- 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.
- Sign in visitors and inform them of safeguarding procedures at the school before issuing them a visitors badge.

Written Communication
- Update and distribute online and offline communications (e.g. letters, newsletters, social media posts etc) to parents, staff and other stakeholders.
- Proofread communication before being published.
- Assist with marketing and promoting the school.

Medical and First Aid Administration
- Record, update and manage accidents using the school’s system Medical Tracker.
- Maintain and share Health Care Plans with the support of the Headteacher.
- Administer First Aid & Medication (with appropriate levels of training) to pupils as required.

Trips and Transport Administration
- Provide administrative information and support for staff
- Obtain consents from parents and carers for all aspects of educational trips, as directed by teaching staff or the senior leadership team.
- Provide and arrange medical information / provision for staff.
- Liaise with local authority and Hampshire transport and Personal Assistants in relation to pupil transport.

Governors Clerk Role
- Act in the capacity of the Governance Clerk when appropriate.
- Provide administr