School Administrator

**Job Title: School Administrator**

**Responsible to: School Administration Officer, Head of HR, CEO**

**Role Summary**:
- To provide clerical and administrative support and ensure the continued effective function of the school office.
- To liaise with Parents and Guardians, Local Educational Authorities and other external Agencies
- To oversee and administer pupil record systems and alert the relevant individuals where their input is required.
- Record concise and accurate meeting minutes and distribute as required
- Any other administrative tasks as required
**Summary of tasks and duties**
- To be responsible for confidential secretarial, administration and clerical duties including the management of correspondence, records, databases for whole school events
- To assist in communicating with staff to ensure assigned tasks are completed in a timely way
- To ensure the senior staff are briefed for all meetings with relevant correspondence and documents/presentations
- To take minutes of meetings as required
- To manage hospitality for visitors, meetings and events/functions related to the Head Teacher throughout the year
- To text, process letters, reports, minutes and produce forms, and distribute as appropriate
- To manage receipt of postal mail related to role - distribution, responding appropriately
- Preparation/updating of School literature
- Recording out of hours phone messages and passing on appropriately as necessary
- To redirect calls through School switchboard, taking concise messages as appropriate
- To greet visitors and ensure all security and fire regulations are followed
- To prepare the meeting rooms and make equipment available as necessary
- To arrange catering and refreshments for meetings as required
- To coordinate the booking of meeting rooms as required

**SAFEGUARDING**
- To implement, promote and comply with the Sheiling School’s Safeguarding policies and procedures
- To encourage good practice and support of procedures to protect children and young people

**LIAISON**
- To attend meetings, conferences and workshops identified by your line manager
- To help plan, prepare, attend and participate in Fairs, Parents Days and Open Days

**TRAINING, MANAGEMENT, COMPLIANCE AND PERSONAL DEVELOPMENT**
- You will endeavour, through further external or internal training sessions or courses, to enhance the professional quality of your work in your role
- You may be required to participate in some training as instructed by your line manager
- You will need to be familiar with the School’s policies and procedures, e.g. on child protection, missing person, complaints procedures etc. and be aware of your responsibility to your own and other’s health and safety
- You will be involved in regular supervisions with your line manager. At these sessions, your responsibilities will be reviewed and further training needs identified and agreed

**GENERAL RESPONSIBILITIES**
- To maintain confidentiality at all times; some information will be of a sensitive nature, some will be covered by the Data Protection Act
- To perform duties to agreed timetables and deadlines
- To comply with health and safety policies, including fire precautions and prevention
- To ensure all School policies are read, understood and followed
- To maintain confidentiality of all information concerning pupils and staff
- To provide cover for key duties in the absence of other School Administrators
- To be part of a rota to cover reception

**OTHER**
- To have regard to the health and safety of all users of the building and assist site staff in the event of any emergency or fire drill
- To deal quickly and calmly with emergencies, giving accurate information to the emergency services and others when required
- Such other duties as the Company may from time to time require

**MISSION STATEMENT OF THE SHEILING SCHOOL**
- To work in accordance with the Mission Statement of Thornleigh Camphill Communities.
- To uphold the ideals, vision and principles of the Thornleigh Camphill Communities when undertaking your work

This Job Description and the tasks listed are not exhaustive and TCC reserves the right to change and amend to meet the operational needs of the School. This job description sets out the duties of the post at the time it was drawn up and is not part of thecontract of employment. The post holder may be required from time to time to undertake other duties as may be reasonably expected, without changing the general character of the duties or the level of responsibility entailed. This is a common occurrence andwould not justify a reconsideration of the grading of the post.

**Person Specification - School Administrator**

**Criteria for Selection**

**Essential or Desirable**

**Method of Assessment**

**Education, Training and Qualifications**

High general level of literacy and numeracy and preferably degree level education

**E**

Application form

**Qualifications**:
**Experience**

Experience working in an office environment

**D**

Application form

**Qualifications**:
References

Interview

Dealing with members of the public

**E**

Experience of minute taking and record keeping

**E**

Experience in a related field of work

**E**

Experience of administration in a school or other educational establishment

**D**

**Skills and abilities**

Excellent communication skills

**E**

Application form

References

Interview

An ability to learn fast and absorb information quickly

**E**

Collaborative skills

**E**

Excellent telephone manner

**E**

Good decision making, based on evidence

**E**

Excellent time management and organisation

**E**

Ability to manage and prioritise a varied work load in a number of related, but diverse, disciplines

**E**

Competent ICT - word processing, spreadsheet and database skills

**E**

Keeping a clean, tidy, well ordered environment

**E**

**Personal qualities and attitude**

Ability to maintain confidentiality

**E**

References

Interview

Abil