Administrative Assistant

Salary: NJC Level 2, Grade 3 point 5 £24,790 to £25,183 FTE (£7,131 to £7,244 actual salary for term time plus one week working) 

Hours of Work: 12.5 hours per week (over 3 or 4 days per week)

Purpose of the job: 

To provide daily administrative support in the school office. To communicate with staff, pupils, parents and all external visitors ensuring confidentiality at all times. 

Main Activities and Responsibilities: 

Responsibilities: 

● To contribute to the smooth and effective running of the school office using all administrative and communication systems. 

● To assist in providing a friendly, welcoming reception for all visitors, responding to queries from staff, parents and visitors in person, by phone and email. Contribute to maintaining the security of the site by ensuring visitors to the school are welcomed and signed in in accordance with Safeguarding procedures.

● To support the Office Manager in the administration of school admissions including updating pupil databases and making up new files for pupils. Also ensure that records are sent on when a pupil moves to a new school.  Add any additional paperwork to the files as necessary.

●Assist the Office Manager in the organisation of school trips and visits, booking coaches, taxis and venues as requested. Use the financial database to set up payments for parents and monitor outstanding monies to ensure funds are received in good time. Track permissions are received and update teaching and finance staff with printed reports.

●To take the lead for placing orders for supplies ensuring all order sheets are correctly completed and signed off by the budget holder prior to placing an order.

 ●Maintain stocks of all stationery and consumables re-ordering as necessary including pupil medical accident forms.  All medical forms are filed in numerical and date order to allow ease of access should historic records be required in future.

●With assistance from the Receptionist, receive and process goods and deliveries as per office procedures updating ordering and financial systems in a timely manner.

●Ensure stationery cupboards are kept tidy and well ordered.

●Responsible for the smooth running of the IT equipment used in the course of administrative work including photocopiers and printers, where possible resolving problems personally or referring them to service engineers or the ICT helpdesk.

● To provide administrative support to the Headteacher, senior leaders and School Business Manager 

● To assist in the management of the school email inbox ensuring that all communication is delivered to the standard required by the Headteacher and Governors 

● To ensure all duties and responsibilities are discharged in accordance with the school’s health and safety at work policy 

● To undertake other reasonable duties commensurate with the grade of this post to support and facilitate the smooth and efficient running of the Administration team 

Conditions of service 

● The conditions of service are governed by the National Agreement on Pay and Conditions of Service, supplemented by local conditions as agreed by the school governors 

Commensurate statement and Equal Opportunity 

The post holder will undertake any other duties required commensurate with the grade and seniority of the post. S/he will be expected to undertake all duties in the context of and in compliance with the Local Authority’s equal opportunities policies.

We reserve the right to interview on an ongoing rolling basis.