Pre-prep Administrator

Job Purpose
- To provide a professional, calm and efficient reception and administrative service to Pre-Prep;
- To have good interpersonal skills, be part of as well as supporting the Pre-Prep team;
- To liaise closely with staff, parents and children, responding to their concerns;
- To be a trusted, discreet and approachable colleague, maintaining confidentiality;
- To have excellent communication skills, including oral and written communication;
- To have a high standard of personal presentation;
- To have good IT skills; to be able to touch type; experience in Microsoft 365, Sharepoint and Engage would be an advantage.
- To have the ability to prioritise and work within time constraints, using initiative as required;
- To have collective responsibility for safeguarding children.

Key Relationships
- Headmaster;
- Head of Pre-Prep;
- Head’s PA (Line Manager);
- Pre-Prep staff;
- School Administrators in the Prep School;
- Pupils;
- Parents;
- External visitors and professionals.

Reception
- Handle enquiries from parents, staff and visitors;
- Answer the telephone and relay messages to staff and pupils;
- Take messages, internal and external;
- Enable secure access through the main Pre-Prep entrance;
- Collect, sort and distribute incoming mail and handle outgoing mail;
- Check pupil registers and follow up absences;
- Check attendance registers for statistics, including annual sessions and absences;
- Record staff absences and pass records on to the Bursar;
- Ensure security of Pre-Prep; sign visitors in and out, register and ensure contractors are supervised, issue visitor badges;
- In case of fire, ensure that registers are taken to the meeting point;
- Handle ASC enquiries; daily lists and weekly round-up;
- Provide refreshments for visitors if required;
- Liaise with the Prep School front office on matters of concern, including calendar and crisis management;
- Liaise with the catering staff on diets, absences, Pre-Prep and ASC refreshment supplies and catering for outings and picnics outings;
- Supply daily After School Club Supper numbers and special diets to Kitchen;
- Book school visits and minibuses for trips if required;
- Report problems with the fabric or general running of the Pre-Prep building to the Estates Manager;
- Liaise with the school nurse over matters of concern and liaise with staff on a need to know basis regarding medical matters;
- Ensure medicine administration consent forms are completed and filed correctly;
- Assist in administering consented medicine to staff and pupils, completing medicine administration form;
- Contact parents of sick children who need to go home and some supervision of sick children as necessary;
Resources
- Order stock (and children’s Christmas presents) on agreement from Head of Pre-Prep or Head of Nursery;
- Check deliveries, invoices and following up supply problems, incomplete orders and returning unwanted stock;
- Liaising with the Bursar’s office; petty cash, invoice enquiries and extra hour payment requests and timesheets;
- Photocopy, collate and maintain sufficient stock of information for parents and staff as required;
- Ensure office area is kept tidy and organised.

Administrative and secretarial
- Update the appointments diary;
- Assist Head of Pre-Prep and other members of Pre-Prep staff with letters, notices and mail-outs including class letters, outing information and consent forms (typing and proofing as necessary and in liaison with Head’s PA);
- Draft activities letters and Head of Pre-Prep letters;
- Ensure risk assessment forms are updated for the department, outings, FOV and Pre-Prep events and copied to appropriate recipients;
- Update and distribute lists as required, eg clubs, classes, birthdays, medical, kit, uniform and different surnames;
- Liaise with club coaches, organise clubs including during the holiday if necessary;
- Set up clubs each term on Engage, make registers and share with staff and club leaders;
- Prepare registers for all clubs and toddler groups;
- Assist in maintaining information boards and signs around Pre-Prep, including reminder notices and changes to the calendar eg clubs;
- Display notices on boards and Vinelines;
- Add data to the school management information system as required;
- Input ‘extras’ onto pupil accounts on the school management information system;
- Attend Pre-Prep staff meeting, minute and type up bulletin;
- Support HoPP with photocopying, laminating, binding and presentation as required;
- Support with any administration for Pre-Prep appointments;
- Set up files, file, archive and/or destroy documents as appropriate and in line with data policy;
- Assist with organisation of school trips following established procedures;
- Assist with organisation of events as required; ensuring seating is arranged/stacked, serving refreshments, booking venues, staffing (including Father Christmas and the Easter Bunny);
- Assist in maintaining staff details;
- Contribute ideas for the deve