Administrative Assistant

**Post Title: Administrative Assistant & Receptionist**

**Location: Derby Moor Spencer Academy**

**Salary/Pay Range: NJC2 - NJC6**

**Hours of work: Full Time, 37 hour per week, Term Time only Plus two weeks**

**Reporting to: Office Manager**

**Purpose of Role**
- To provide administrative support as part of the Student Services team and be the first point of contact for the school for enquiries.
- To welcome visitors, referring them to the appropriate member of staff and answering questions related to the school.

**An Administrative Assistant / Receptionist should also attend the following meetings**:

- All whole school staff meetings
- Faculty Team Meetings, and any other meetings as appropriate
- New Staff Induction and additional training thereafter as required

**Nature and Scope**

The post holder will be expected to use all Trust standard computer hardware and software packages where appropriate.

**Main Duties and Responsibilities**:
**Part One: Wider professional responsibilities**
- To make a positive contribution to the wider life and ethos of the school
- To develop effective professional relationships with colleagues, knowing how and when to draw on advice and specialist support
- To contribute to school Quality Assurance processes, Self-Evaluation and School Improvement Planning
- To be part of the cover / buddy rota for Support Staff
- To be part of the cover / buddy rota for First Aid provision (training will be provided)

**Part Two: Administrative Assistant**

**Attendance Administration**
- To carry out administration for students signing in and out of school
- To monitor attendance and contact parents in connection with unexplained absences
- To carry out administration ensuring registers are completed and up to date
- To carry out the administration for absence requests, lates, exclusions and other communications
- To maintain all relevant records and complete all relevant filing

**Clerical Support**
- To provide clerical support for:

- Student Achievement & Behaviour
- Awards & Open Evenings
- Induction & Transition Days & Evenings
- Review Days
- To organise refreshments for meetings and replenish refreshments in conference room / LH01
- To manage SOC requests
- To provide clerical and administrative support as required
- To check and process student records
- To maintain relevant records and complete all filing
- To deal with general enquiries from staff, students and parents
- To label/re-label pigeon holes as required
- To complete other duties as reasonably required by line manager

**Part Three: Receptionist**
- To manage the school’s main telephone system
- To operate main reception doors/barriers and ‘No entry Sign’ as directed by SLT
- To be the school’s first point of contact with all visitors and callers, responding appropriately to all requests and queries
- To liaise with External Agencies and other official departments as directed
- To arrange for students to be taken out of classes for SLT requirements and parent requests
- To book and cancel appointments as necessary
- To carry out administrative typing as directed
- To sign for post and deliveries as required
- To maintain all relevant reception records
- To meet and greet visitors to the school
- To book Medical appointments for the school nurse and inform students, Year Managers and Student Services of the appointments
- To use the radio/PA system as directed by SLT
- To monitor signing in and out for staff/visitors/mini bus keys/ hall projector/seat controller

**Part Four: Other duties**
- To be part of the cover rota for Support Staff
- To distribute external and internal mail as required
- **First Aid Cover will be required (Training will be provided)**

**Personal and Professional Conduct**:
**An Administrative Assistant / Receptionist is expected to demonstrate consistently high standards of personal and professional conduct. The following statements define the behaviour and attitudes which set the required standard for conduct throughout their career.**
- **Administrative Assistant / Receptionists** uphold public trust in the profession and maintain high standards of ethics and behaviour, within and outside school, by:

- treating students with dignity, building relationships rooted in mutual respect, and at all times observing proper boundaries appropriate to their professional position.
- having regard for the need to safeguard students’ well-being, in accordance with statutory provisions
- showing tolerance of and respect for the rights of others
- not undermining fundamental British values, including democracy, the rule of law, individual liberty and mutual respect, and tolerance of those with different faiths and beliefs
- ensuring that personal beliefs are not expressed in ways which exploit students’ vulnerability or might lead them to break the law
- **An Administrative Assistant / Receptionist** must have proper and professional regard for the ethos, policies and practices of the s