Administration Assistant

**Post**: Administration Assistant

**Hours**: 37.5 hrs per week, 40 weeks per year

**Salary**:£17,534

**Contract**: Full time/Permanent

**Reporting to**: School Principal

**Job purpose**:To provide efficient and professional administration to
Barrowmore School and Head Office to support the business.

Key responsibilities:
**1. Finance Administration including**:

- Maintaining purchase invoice system ensuring invoices are coded accurately and relevant approvals are obtained in a timely manner. Checking accuracy of recording of petty cash spend across the business
- Raising Fee Invoices on a monthly basis for services provided
- Processing requisitions for day to day purchases, including sourcing suppliers, ordering and chasing up on delivery as required, for the Back Office Services.

**2. Human Resources Administration including**:

- Maintaining staff records including using the HR Software;
- Lead referencing and DBS compliance.
- The analysis of weekly absence returns and updating of individual absence records
- Compile monthly reports
- Assist with the creation of effective employee related Internal Communications

**3. School Office Admistration Including**:

- Assist in the upkeep of contact records, including student and staff including

Single Central Register
- Support Ofsted process
- Write minutes for staff meetings, student reviews, student/staff meetings and other meetings as required.
- Format and send termly newsletter

**4. Back Office / General Administration including**:

- Receiving and relay promptly any telephone messages and enquiries inbox messages, dealing as appropriate with routine enquiries
- General administrative duties such as letter writing and Data entry tasks.
- Management of photocopiers and printers to ensure they are operational and stocks of toner appropriate.
- Maintaining office stock and supplies of stationery, first aid and sundries
- Receiving and relay promptly any telephone messages, internal and external, dealing as appropriate with routine enquiries
- Ensuring that visitors and callers to iMap and the School are courteously and correctly received and ensure they are aware of their responsibilities whilst on site.
- Handling the distribution of post within the organisation.
- Being responsible for the archiving of Back Office records

**Health and Safety**
Each employee is responsible for working in such a manner that respects the health and safety of the individual. All of the management staff are specifically accountable and will make organisational arrangements to ensure compliance with the Policy, setting a good personal example at all times. They report and update the Proprietor on the health and safety performance of their respective areas, ensuring that all personnel under their control are aware of their duties regarding health and safety and that they are adequately trained and instructed to discharge those duties.

**Safeguarding**
All children, young people and adults have the right to be safeguarded and protected from abuse. iMap implements rigorous and LCSM/SAB compliant procedures when dealing with any concern, complaint or allegation in this area. It is required that all staff understand this policy and take and active role in helping young people to stay safe.

**Standards and Quality Assurance**
All employees are required to support iMap organisationally in setting high standards and assuring a high quality of service through the following:

- Actively supporting the aims and the ethos of the Business
- Supporting and upholding the policies of the organisation
- Setting good examples in terms of dress, punctuality and attendance of the workplace
- Behaving in an appropriate and professional manner at all times

**Training**
From time to time it will be necessary to undertake such training as is appropriate to ensure that you have the competence and skills for the role.

Rehabilitation of Offenders Act 1974.

This will include details of cautions, reprimands or final warnings as well as convictions

Note:
The job description forms part of the contract of employment of the person appointed to the post. This job description only reflects 80% of a role and describes in general terms the normal duties that the post-holder will be expected to undertake. However the job or duties described may vary or be amended from time to time without changing the level of responsibility associated with the post.

PERSON SPECIFICATION

E = Essential D = Desirable

E/D

**Experience**:
Office administration and organisation E

Customer focused role E

Specific experience of working in a school with pupils with SEND D

Knowledge/Qualifications:
Good knowledge of Excel and Word Software E

Excellent working knowledge including MS Office (Word, Excel, E

Outlook)

Excellent Literacy and numeracy skills E

**Skills**:Good organisation skills, ability to multi-task, prioritise effectively E and work to tight deadlines

Accurate, methodical approach to work E

Minut