Administrator

Job Description

 Reporting to Headteacher 
Salary Grade 3, point 9 to 15
36.5 Hours per week Term Time Only 

Job Purpose

Administrator duties and responsibilities include providing administrative support to ensure efficient operation of the main office and reception. Supports all staff through a variety of tasks related to organisation and communication. Responsible for confidential and time sensitive material. Well aware of a variety of the field's concepts, practices and procedures relating to Calthorpe Academy and Thrive Educational Partnership to ensure an excellent relationship between our Academy and the Trust.

The Administrator will have the ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. The Administrator will work under the Head Teacher’s expectations, the Academy ethos and code of conduct and the guidance and direction from the Head teacher. All specifications and duties of the Administrator can be reviewed at any time and amended with consultation with the post holder and under the Head Teacher approval.

General support required

• Answer and direct phone calls with high quality service to all stakeholders
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, and forms
• Assist in the preparation of regularly scheduled reports
• Book rooms for meetings via the MRBS system.
• Provide general support to visitors when required
• Provide information by answering questions and requests
• Handle multiple projects
• Maintain professional and technical knowledge by attending trainings; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Write letters and emails on behalf of other staff
• Book conference calls, rooms, taxis, couriers, etc.  
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Reply effectively and efficiently to email, telephone or face to face enquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Photocopy, laminate and print out documents on behalf of other colleagues
• Support with Parentpay including making Outgoing calls
• Manage National College

Main Duties / Responsibilities

• Provide an efficient administrative and clerical support service
• Comply with the organisation’s administrative and financial procedures
• Maintain the highest standards of professionalism in line with occupational and organisational Codes of Conduct
• Deliver excellent customer service at every opportunity
• Support the administration team
• Minute taking and supporting HR

Staff Induction

·         Collecting the signed copy of code of conduct for all new starters

·         Adding new starters to the SAS insurance policy and making claims when required

·         Handling administrative requirements and queries from staff

·         Support induction programmes for all staff and maintain our induction pack with most updated information.

·         Set up new starters on National College and liaise with HR to track and support training needs

Absence management

·         Entering in SAS absences uploading absence notes, informing of maternity and paternity leave uploading return to work forms for revenue for the Academy

·         Support the management of absences data accuracy on SAS

Health and Safety

·         Support the administration of health and safety with SLT

·         Support the implementation of COSHH regulation with the site team and SLT lead

·         Supporting data management and processing of financial administration.

Finance

·         To process orders raised by staff

·         Supporting school and trust processes around financial compliance

·         Supporting data management and processing of financial administration

·         Checking delivery recipients and cross reference with orders

·         Support SLT with administration of expenditure against cost centre