Job details

Job title: Administration Assistant

Salary: £25,119-£26,421 pro rata Actual salary: £23,163-£24,363

Hours: 36.5 hours per week, Term time only + 2 weeks

Reporting to: Office Manager

Main purpose

To provide administrative support to the school.

Duties and responsibilities

Organisation

   Contribute towards the planning, development and organisation of the support service systems, procedures and policies

   To maintain the schools Management Information System (MIS) including pupil admissions and leavers

Administration 

   To act as the first point of contact within a busy school reception, first line telephone answering, dealing with parents, visitors and professionals coming into school whilst adhering to safeguarding/security processes. Ensuring accurate messages reach Senior Team, Teaching and support staff.

   Undertake word processing and complex IT based tasks

   Provide personal, administrative and organisational support to the Headteacher and Office Manager

   Provide personal, administrative and organisational support to other staff

   Provide personal, organisational and administrative support to the Governing Body

   Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

   Book training courses for all staff and manage the training database

   Support the administration of recruitment including advertising, collating documentation, obtaining references

   To monitor staff absences/vacancies and book agency staff as required

   Support the data protection officer with ensuring data protection compliance and helping the school community understand how to comply with data protection law

Resources

   Order, monitor and manage stock, ensuring best value following the school’s purchasing processes

   Operate relevant equipment and IT packages (e.g. the school’s MIS system)

   Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school.

   Manage financial administration procedures and maintain appropriate records to satisfy audits

   Manage school licences and insurances

   Ensure the office and reception is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available

Responsibilities

   Be committed to the safeguarding and promotion of the welfare of children and young people

   Comply with the policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person

   Contribute to the overall ethos/work/aims of the school

   Establish constructive relationships and communication with all staff and other agencies/professionals

   Participate in training and other learning activities and performance development as required

Other areas of responsibility

Please note that this list of duties is illustrative of the general nature and level of responsibility of the role.  It is not a comprehensive list of all tasks that the will carry out.  The postholder may be required to do other duties appropriate to the level of the role, as directed by the headteacher.

Person specification

Notes:

This job description may be amended at any time in consultation with the postholder.