Office Assistant

Job Title : Office Assistant

Responsible to: Business & Operations Manager

Grade : C

Hours : 32.5 hours per week / 44.65 weeks paid per year

Purpose of the job:

- To work as part of the administration team in supporting the school in attaining its aims and objectives by providing the most effective and efficient service to the school.
- To provide a comprehensive, confidential administrative service to the school, supporting the development pupils.

Important Internal Students, Principal, Vice Principal, Business & Operations ManagerRelationships include: Assistant Principals, Heads of Department, Teaching and support staff,Office Staff, Governing Body, OHCAT Staff, Premises TeamImportant External Parents, Local Authority, Community & local schools, Physio TeamRelationships include: Speech & Language Team, School Nurse, Transport provider,Respite & After school care, Social Services, Psychology ServiceCore responsibilities : Reception
- To greet visitors at reception providing advice and information when necessary, seeking assistance if needed.
- To be aware of and remain alert to basic security of the building following school procedures; ensuring that all visitors sign in using the entry system and confidentiality is maintained in the office area. To ensure all regular visitors including agency staff are given an entry card and put onto the system.
- Ensuring that a tidy, safe and GDPR compliant environment is always maintained.
- To answer the telephone promptly and politely, taking clear and accurate messages to pass onto the relevant person as soon as practicably possible.
- To transfer telephone calls promptly and efficiently recording all relating information in the appropriate places.
- To show visitors and prospective parents around the school facilities.
- To set up all rooms for meetings, parent functions, training etc by ensuring rooms are reserved and organising refreshments.
- To regularly tidy and check the family room to ensure all tea and coffee making supplies are available for visitors.Administration
- To undertake making resources for all classes and curriculum areas as and when required.
- To collate class supplies, cooking and other curriculum resources orders on weekly basis entering on line.
- To organise the orders for class supplies, cooking and other curriculum resources ready for

classes to collect, ensuring that delivery notes are checked against goods received.
- To check against class requests and permitted goods before authorising the on line shopping orders; updating information on the excel spreadsheet.
- To open, date stamp and distribute all incoming mail as a priority on a daily basis.
- To receive deliveries to the school; dating and signing delivery notes.
- To organise and maintain a clear and effective filing system.
- To archive of records as specified within Records and Retention documentation.
- To operate all general office equipment to carry out photocopying, scanning, laminating and computerised records in relation to job and as requested.
- To regularly check, stock take and order stationery and Art supplies so that teaching resources are readily available; completing order request forms in liaison with the

Administration Assistant.
- To ensure the photocopiers are topped up with paper throughout the day and ordering any supplies needed for both machines; also making sure the photocopying area is kept clean and tidy so that it is GDPR compliant.

Pupil Attendance
- To follow up any unexplained pupil absences with parents. (Shared responsibility)

Transport
- To produce weekly transport information sheets for bus folders.
- To ensure all bus folders are received from transport staff on a daily basis; noting all pupils who are absent and advising classes.
- To ensure weekly respite information is received and transferred to appropriate bus folders.

General
- To ensure that all meeting rooms are set up and ready in advance of any meetings that are on the school calendar.
- To maintain the school notice boards at the front of the building and in the staff room and family room; displaying appropriate information.
- To maintain the family room ensuring that it is kept tidy and presentable at all times.
- To ensure that the photocopiers are kept stocked with paper and that additional toners are available when needed, ordering when required as well as ensuring that this area is kept clean and tidy.
- To ensure that other areas within school are maintained and kept tidy as directed by SLT.
- To work in an organised and efficient manner.
- As and when necessary complete any Friends of Dysart School (FODS) related admin tasks as directed by SLT.

Lunch Duty
- To work at lunchtime within classes on a daily basis as required.

Training can include:

- Attending all whole school INSET days sessions including twilight sessions and other training as requested by SLT.

Miscellaneous can include:

- To work in an organised and efficient manner, ensuring that all documen