Administration Assistant

**JOB DESCRIPTION**

**Service**:Heathfield Community School

**Job Title**:Administration Assistant (Head of Year)

**Salary**:Grade 13, £18,950 - £20,729 Actual including First Aid Allowance

**Hours**:Full-time, 37 hours per week, Term-Time + 5 inset days

**Contract type**:Permanent

**Reporting to**:Assistant Headteacher

**Background information of Heathfield Community School**

We are a mixed 11 - 19 community comprehensive school with around 1400 students and 200 staff.

We are fortunate enough to be nestled in the beautiful Somerset countryside, yet within easy reach of the M5 and the historic market Town of Taunton. Taunton itself offers a good range of facilities, particularly for sports enthusiasts. The town has a railway station that offers superb links to London
Paddington and beyond.

We look forward to meeting with you and hope that you experience the same sense of passion and enthusiasm radiating through Heathfield Community School each academic term

**Main purpose**

This person, under the direction of the Office Manager, will:

- To provide an efficient and effective administrative support service to the year team, ensuring compliance with School requirements including undertaking data entry/extraction, or other general administrative duties.
- To provide an administrative service to the Head of year(s) which will include typing/word processing documents, taking and receiving telephone calls, making diary appointments, taking minutes, record keeping, organising and arranging meetings with outside agencies / parents / prospective parents etc.
- The postholder will be one of a team of First Aiders based in the office. You will need to complete a 2-day First Aid at Work certificate so will be required to attend a training course to obtain this certificate and ensure that this is kept up to date.

**Duties and responsibilities**
- To work with the year team to ensure that their administrative duties are carried out for the effective running of the area.
- To work in the busy main school office as part of a team or at another location within the school as needed.
- To check the attendance of identified students during the course of the day and liaising with other members of staff to locate any student not present.
- General typing as required.
- Completes appropriate data input and paperwork on the computerised system associated with the smooth administration of the school. e.g. school transport records, pupils records (SIMS), admissions, personnel, examination entries, assessment recording and attendance etc.
- Creates reports from the above and assists staff and school management in the interpretation and analysis of the information. Identifies any changes to improve the process.
- To cover reception some lunchtimes and help when really busy.
- Other duties will include answering the telephone, photocopying, framing mail and filing. All necessary training will be given.
- To undertake any other duties which are reasonably assigned to you by the Office Manager commensurate with the level of the post.
- Provide First Aid as required
- Support with ensuring that the school has an adequate provision of First Aid supplies
- Organise and distribute incoming and outgoing post as needed.
- Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required.
- Act as the first point of contact for parents and visitors arriving at the school.
- 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.
- Assist staff and pupils with the information and support they need.
- 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.
- The above outlines the main duties and responsibilities of the post but may not identify each individual task to be undertaken.
- You will work as a part of the administration team to support each other and cover as needed.

Year Head Focus
- Arranging alternative provision placements, maintaining regular contact and updates, including addressing concerns.
- Monitor and keep attendance timetables up to date, arranging internal exclusions and detentions and logging external exclusions.
- Logging safeguarding concerns onto CPOMs.
- Support and Arrange Pupil Support Packs (PSP) including arranging and attending meetings.
- Support the exclusion and Permanent exclusion processes through liaison with the Headteacher, Governors and other staff to support the Year H