Office Administrator

**JOB DESCRIPTION - OFFICE ADMINISTRATOR**

**Job Purpose**:
To undertake efficient, accurate finance and administration duties for Foxbridge Primary School and Scholars Academy Trust, ensuring the provision of an effective, flexible office, which functions for the benefit of the whole school community.

The front office should be a welcoming place to receive visitors, parents, carers, governors plus other guests, and deal with their requests in an efficient and professional manner. Your role will involve a combination of completing tasks for Foxbridge Primary School and Scholars Academy Trust. As Foxbridge grows, the proportion of time spent on completing tasks for the school will increase.

You will also be required to act as Clerk for Foxbridge Governing Body 6 times per year. These meetings take place in the evening and time can be taken back in lieu at a time agreed with the headteacher.

You will report directly to the headteacher and leadership team of the Trust taking due regard of confidentiality and GDPR.

Office Administrator will undertake:
**_1. Financial Services - to be responsible for: _**
- Completion and submission of all necessary returns and processing orders and dealing with lettings invoicing
- To maintain all financial records for Audit standards
- Updating and complying with policies relevant to the school and trust
- School visits in consultation with headteacher
- School dinner money - counting, banking and reconciling from school comms and direct payments
- Ordering and selling of uniform items
- Process and monitor finances relating to clubs
- Obtain quotes for work as required by the headteacher
- Work / liaise with the Chief Operations Officer and finance team with all matters related to finance
- Ensuring office processes are kept up to date with relevant spreadsheets and accurate pricing when necessary e.g. school uniform, clubs etc.
- Undertake responsibility for fundraising, banking and accounting of it

**_2. Pupils - to be responsible for: _**
- Maintaining pupil database, attendance and analysis of information relating to this
- Completing various returns required by LA and DFE, including annual Census return and absence statistics forms, including Workforce Return
- Establishing, maintaining and updating records of pupils’ results, using SIMs Assessment Manager, Essex Tracker, and Assessment Gateway etc. This may be done in consultation with the members of the SLT
- Liaise with the LA and manage process of admissions and appeals
- Liaising with other schools when children arrive or leave the school within correct timescales
- Liaise with any outside agency under the direction of the headteacher e.g. Welfare officer
- Liaise with the headteacher as necessary with regards to children’s attendance or other needs
- Undertake administrative tasks related to children’s performance e.g. termly and annual reports and letters for parents etc.
- To ensure all safeguarding information is correctly stored

**_3. Staffing - to be responsible for: _**
- Administrative arrangements in connection with advertising, interviewing and appointing staff
- Maintaining and updating personnel records on SIMs.net, including contracts
- Consulting with HR and Payroll Sections at County Hall on staffing matters
- Administering Staff Absence Scheme
- Monitoring trends in staff absence etc and reporting to senior staff
- Submission of all LA returns, timesheets etc.
- Managing supply when staff are absent both teaching and non teaching
- Managing staff administrative requests and any other items that are deemed as administration and should be carried out by teachers
- Managing recruitment processes in line with the Trust policies including DBS
- Managing and distributing new staff starter packs

**_4. Buildings, Equipment, Furnishings, Grounds Maintenance: _**
- To ensure Inventory is maintained and ensure annual check is undertaken
- Liaison with contractors as required by the Head
- Liaise with Premises staff regarding maintenance issues

**_5. Secretarial/Personal Assistant/Administrative Services - to be responsible for and assist with: _**
- Maintain the school diary
- Support/lead clerical and administrative processes, including postage.
- Word-processing and photocopying letters, forms and lists as appropriate
- Undertake daily/ weekly LA administrative tasks i.e. AVCO etc.
- Deal with all matters related to governors e.g. appointments, liaising with the clerk managing minutes and related paperwork
- School visits - arrange transport, packed lunches and liaise with outside agencies as required in consultation with the administrative assistant
- Liaise with contractors on purchase and hire of administrative equipment
- Provide reception services to the school
- Application for all licenses/insurances
- Dealing with the administration of lettings, including invoicing users.
- Answering and responding to telephone calls, dealing with enquiries as required in conjunction with colleagues.
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