OFFICE Administrator

Permanent position required asap

At Egglescliffe CE Primary School

15 hours per week over 39 weeks of the year

(term time plus 5 INSET days)

Are you organised, enthusiastic and welcoming?

Do you thrive working in a busy office environment?

Would you like to make a difference to children’s learning and well-being?

We are looking to welcome enthusiastic and reliable applicants who can support pupils, parents, staff and governors. The successful candidate will liaise and work closely with the Senior Leadership Team and will have the opportunity to network with other Office Managers across the trust and the Trust Chief Operations and Finance Officer. In return you will benefit from inspirational and dynamic leadership and be empowered to develop your own skills with access to great CPD opportunities.

Do you…

·         Have experience working in a busy school office

·         Possess excellent communication

·         Excellent skills in IT

·         Be confident in dealing with children and adults

·         Keep calm under pressure whilst maintaining confidentiality

·         Be enthusiastic and supportive of the Academy ethos

If so, we would really welcome your application

In return you will receive:

·         A supportive working environment that puts people at the heart of the organization.

·         Continuous professional development, including the opportunity to undertake related qualifications.

·         National Terms and Conditions of Employment.

·         The opportunity to work as part of a growing Trust and shape this role.

CLOSING DATE:

Applications must be received by Thursday 19^th March.

HOW TO APPLY:

Applications needs to be submitted through MyNewTerm. Please contact the Office Manager, Gemma McRobert for any questions or queries.

 epgmcrobert@egglescliffeprimary.org.uk

Details of the school can be found on the school website https://www.egglescliffeprimary.co.uk/

JOB DESCRIPTION

POST: Office Administrator

RESPONSIBLE TO: Head Teacher, Office Manager, SLT, Board of Directors

START DATE: ASAP

Job Purpose:

·         Provide efficient, and effective customer services, providing a first point of welcome for a range of stakeholders.

·         Develop and implement improvements to administration and processes to promote efficiencies with the Office Manager.

•       To be responsible for managing school attendance.

KEY RESPONSIBILITIES

Role requires working with a team

Role requires attendance at any training courses relevant to the post, ensuring continuing, personal and professional development.

Role requires the post holder to present self as a role model to pupils and other team members in speech, dress, behaviour and attitude, in keeping with the Trust vision and values.

Administration:

•       Plan, develop, organise and monitor support systems, procedures and policies including emails, phone calls, messaging services, social media, school calendar etc., in a timely manner, following internal procedures.

•       Lead on managing whole school attendance, liaising with families and completing necessary paperwork.

•       Ensure the academy management information systems are developed and maintained in line with the schools’ needs

•       Produce, and respond to, correspondence in a timely manner

•       Prepare and complete documents and returns in relation to admissions, induction and registration procedures and transfers to other schools, managing the pupil information systems

•       Ensure all of the schools’ ICT systems remain up to date and secure

•       Develop and maintain record and information systems for both pupils and workforce

•       Liaise with other staff, pupils, parents/carers and external agencies

•       Manage the marketing and promotion of the school through website, social media, newsletters, brochures etc.

•       Be a first point of contact for visitors and parents, creating a welcome, friendly customer service– answering queries, resolving problems and making decisions where appropriate

•       Provide appropriate help throughout the day including break and lunchtime monitoring and pre/post school activities as necessary.

•       Provide pastoral care and support to sick and injured children taking appropriate action as necessary ensuring parents and school staff are fully informed of incidents and accidents and ensuring procedures are followed.

•       Manage maintenance of the School website and social media, ensuring statutorily compliant with information available for a range of audiences

•       Provide hospitality to visitors and for meetings held in school where needed.

•       Prepare, maintain asset registers and logs

•       Liaise with contractors to ensure all work carried out is to a high standard and in line with requirements

Finance:

• Day to day responsibility for all financial resources i.e. accounting for, reconciling and security of all money (cash, cheques and online payments, debt) received into school for all income streams, future and present, e.g. school meals, educational visits, donations, extended services, wraparound care, uniform, etc.

• Managing reconciliation of the online parent payment system and input of associated transactions.

• Providing ongoing assistance and guidance on administrative issues to senior staff, Chief Operations and Finance Officer and others including updates to the Local Governing Body

• Ensure efficient timetabling of Breakfast, Extended Provision and After school club staff, monitoring budgets half termly to determine sustainability of the business.

• Source quotes for work needed, ensuring best value for money.

Human resources:

• Provide assistance to the Headteacher and Chief Operations and Finance Officer, with arrangements for staff appointments

• Ensure DBS documents are completed, checked and monitored in accordance with

safeguarding procedures

• Ensure Recruitment process are statutory compliant

• Arrange supply cover for absent staff, monitoring absence and leave of absence requests along with management of return to work

Health and Safety:

• Ensure the health and safety policy is implemented at all times, put into practice and is subject to review and assessment at regular intervals or as situations change.

• Manage the area of health and safety, including records, risk assessments and policies e.g. security breaches, accident records, asbestos awareness, fire safety

• Act as Fire Warden when on site.

• Work with site staff to ensure premises are clean and in good condition.

• Ensure systems are in place to enable the identification of hazards and risk assessments and

the reporting of any incidents to the Chief Operations and Finance Officer, Local Governing

Body or Health and Safety Executive.

• Ensure the maximum level of security consistent with the ethos of the schools.

• Ensure safeguarding procedures and monitoring of those on site meets safeguarding requirements

Other Duties

• Carry out any other duties commensurate with the role that the Headteacher may direct.

• Participate in the Performance Management system for the appraisal of own performance.

Additional responsibilities – the post holder must:

• Demonstrate a commitment to safeguarding and promoting the welfare of children and young people, staff and volunteers;

• Demonstrate a thorough understanding of safeguarding and safer recruitment policies and procedures, and their application within an educational setting/environment;

• Act in compliance with data protection principles in respecting the privacy of personal information held by the Trust;

• Comply with the principles of the Freedom of Information Act 2000 in relation to the management of Trust records and information;

• Carry out their duties with full regard to the Trust’s Equal Opportunities Policy, Code of Conduct - Staff Behaviour Policy, Child Protection Policy and all other Trust Policies;

• Comply with the Trust Health and Safety rules and regulations and with Healt