Admin Officer  - 37 hours per week - 7.40am – 3.35pm Mondays to Thursdays, 7.40am – 3.30pm Fridays - Term time plus 1 week

We are looking to recruit a highly efficient office administrator to the role of Admin Officer at Woodside Green, A SHARE Primary Academy. This role will include both front of house and back-office administration duties, working as part of a team to support our school.

The ideal candidate will:

- Have Maths and English to GCSE Grade C or equivalent;

- Have excellent interpersonal skills in order to communicate with our pupils, staff and parents.

- Love encouraging, motivating and inspiring young children through the support they give in order to encourage their learning;

- Be committed to our ethos that all pupils can achieve at Woodside Green, A SHARE Primary Academy.

- Have great references demonstrating they are a suitable candidate, safe to work with children.

Overall purpose of the role:

Working within the school administration team to deliver a comprehensive, professional and customer focused administrative service. Providing a confidential administrative service to the Headteacher/Executive Headteacher; displaying a high level of administrative, interpersonal, communication and organisational skills.

This post requires the post holder to work in settings with children and young adults. Any employment offer is therefore subject to the results of an Enhanced Disclosure from the Disclosure and Barring Service (DBS). People who may have contact with younger children (i.e. primary school age) are also required to complete a declaration about family or other members of their household. Applicants MUST complete the MAT’s standard application form to be considered, will be required to provide evidence of identity and qualifications and offers of employment will be subject to satisfactory references. For applicants who work or have recently worked in a school, one of the references must be from the Headteacher.

Key Outputs:

General admin

1. Ensure confidentially and compliance with statutory and non-statutory requirements at all times.

2. To support the Administration Manager to deliver an effective and efficient administrative service across the school, ensuring staff can focus on teaching and learning by supporting the administration needs of the curriculum, educational visits and other activities within school.

3. To ensure all correspondence and communications are produced to the highest standard within appropriate deadlines.

4. Supporting the Headteacher/Executive Headteacher where required, including receiving visitors and phone calls.

5. Where requested by the Headteacher/Executive Headteacher or Administration Manager, to attend and minute meetings, ensuring agreed action points are followed up within agreed timescales.

6. To assist the Administration Manager to ensure queries and concerns of parents are dealt with promptly and professionally and logged appropriately.

7. To assist the Administration Manager to administer complaints received by the school in accordance with the Complaints Policy.

8. With direction from the Administration Manager, to buy into and deliver the MAT marketing strategy, to ensure key communications and school success stories are shared and celebrated with all staff, students, parents and visitors. To regularly update displays and notice boards around school.

9. To administer trips and visits including all aspects of EVC responsibility.

10. To administer lost property.

Personnel Administration

1. With direction and support from the Administration Manager, to administer the recruitment process (posts including Assistant Headteacher and below):

• draft advertising copy

• compile application packs

• place advertisement

• liaise with external recruitment agents (if applicable)

• handle responses

• correspond with applicants

• arrange interview schedules

• oversee Selection Process Day including domestic arrangements

• organise reference requests

• preparation of documentation and liaising with candidates

• arrange pre-employment checks

• ensure adherence to Safer Recruitment guidelines and pre-employment checks

• salary assessments and calculations for teaching and support staff

• issue employment information to payroll

• issue conditional offers and subsequent confirmation of contracts.

2. To ensure DBS checks are undertaken for all staff and volunteers in line with the latest guidelines.

3. To organise leaver administration and ensure exit interviews are carried out by line managers.

4. To ensure manual staff records are kept up to date including addresses, contract details and salaries.

5. The maintenance of personnel files for all staff and to ensure the electronic personnel database is kept up to date; ensuring compliance with GDPR.

6. The production of all personnel correspondence including contracts of employment (and variations to) and offer letter.

7. The archiving of all payroll files as appropriate and ensuring the secure disposal of records as appropriate in accordance with the Records Retention Schedule.

8. The delivery of the induction programme and ensure the monitoring of probationary periods and reviews take place.

9. Any other duties commensurate within the requirements for this role or as directed by the Administration Manager/Headteacher/Executive Headteacher, displaying flexibility to support colleagues across the MAT team.

Finance Administration

1. With direction from the Administration Manager, to carry out the following duties, ensuring timely and accurate completion:

• overseeing the input of purchase order requisitions

• financial transaction requests

• debt collection –catering

• handling of petty cash

Premises Administration

1. To undertake the administration of school site lettings (in accordance with the Lettings Policy), utilising booking system software as appropriate.

2. To organise and administer events in school; co-ordinating risk assessments for school based activities and liaising with site technicians where appropriate.

Dimensions:

Close liaison with the MAT central team and school administration teams.

• Range of Teachers / Support Staff of 20

• Range of children approximately 170

Work/Business contacts:

Internal: All teachers and support staff including Lunchtime Supervisors to advise how effectively to support pupils to achieve their Personal Best at all times.

External: Department for Education, marketing agencies, Local Authority, Payroll provider, Local Government Association, Teacher’s Pensions Agency, West Yorkshire Pensions Agency, ACAS, Access to Work, Occupational Health.

Expertise in role required (At selection – Level 1):

ESSENTIAL Criteria

Good knowledge and use of IT systems including word, excel, powerpoint and outlook Ability to carry out general administrative skills and to deal with a variety of tasks such as filing, typing, distribution of post, etc. Experience of working in a busy environment and of meeting tight deadlines.

Ability to comply with strict regulations about confidentiality and behave according to the appropriate protocols. Ability to demonstrate strong organisational skills, prioritise own workload; and the ability to work to deadlines and under pressure.

Excellent Communication skills both written and verbal. GCSE English and Mathematics (Grade C or above).

Excellent IT skills. An understanding and commitment to equality and diversity. Is willing to travel around the MAT area, if required. Is willing to work flexibly within scope of overall hours, e.g. occasional evening meetings.

Has a full current UK/European Driving Licence. Has access to a motor vehicle and is prepared to use it for business purposes.

DESIRABLE Criteria

Experience of education sector

Structure/Department Information:

Admin Manager --------Admin Officer ----------Senior Admin Assistant