Clutton CE Primary School

Job Description and Person Specification

Role:    Administration Officer 25 hours per week (5 mornings 8.30 – 1.30)

Salary Level: Grade 4 (SCp.4)

Start Date: 1.9.2026

Advert Closing Date: Monday 22^nd June 2026 9am

Interviews: Wednesday 24^th June 2026 

Core Purpose

The Admin Officer has completed the Certificate of School Business Management and is in a support role covering a variety of administrative tasks and responsibilities. They are responsible for ensuring that these are carried out efficiently and effectively within the required deadlines and with regard to the appropriate procedures, instructions and policies to achieve the desired outcome.

They should always support and contribute to the school’s responsibility for safeguarding children. 

Main Duties

·        Co-ordinate and administer procedures related to admissions/transfers of pupils under the direction of the Executive Headteacher including ranking of pupils in criteria order and entering onto school systems and liaising with Cheshire West. If in year transfer, liaising with parents by email/phone, writing/sending offer letters. Ensure Cheshire West database is updated with numbers.

Help with new starters events, in summer term – collating of information for parents, how to purchase uniform etc.

·        Attendance - Oversee attendance, ensure entered onto Compass and print off pupil registration certificate for school reports. Online meetings with EWO for register checks and any follow up actions. Dealing with Fixed Penalty Notices – filling out paper work as necessary, submitting to Executive Headteacher for authorising and then entering onto Cheshire West Portal for a Holiday Penalty Notice request. Sending notification letter to parents via school system.

·        Help with reviewing of school policies – Admissions, Administration of Medicines, Educational Visits.

·        School Photos, book in, liaise with and help co-ordinate school photos including staff.

·        Collection of cash/chqs, donations, dinner money not on parent pay, record and ensure put in safe. Banking - complete paying in slip and record on excel spreadsheet in order that Business Manager can reconcile against bank statement. Take money to bank.

·        School Workforce Census – ensure staff records on Compass are up to date and accurate, including all professional qualifications and payroll data and working hours.  Complete all requirements for CENSUS. This then requires uploading to DfE Collect ensuring compliance with DfE instructions. Liaise with IT support section over queries as necessary.

·        Compass – maintain pupil database to ensure accurate information is available and produce reports from the system to facilitate management decision making and statistical analysis to meet statutory and LEA requirements. Liaising with Cheshire West as necessary. Ensure Compass end of year procedures carried out and system set up for new academic year.

·        Ensure new starter information is entered onto database and all necessary forms have been completed and stored in office file in order that school have all permissions required. Complete CTF’s for leavers.

·        Collate pupil files for leavers, and take to high schools if necessary if not transferred electronically Include all SEN/medical etc

·        FSP, Phonics, KS1 and KS2 assessment data, print off grids, input onto Compass and submission, print off reports. Liaising with Cheshire West as necessary.

·        Primary School CENSUS – as above ensure all details on Compass correct – pupils numbers- any new admissions on, transfers taken off, SEN information correct, free school meals, top up funding, nursery hours, attendance etc. Then produce report and submit via DfE COLLECT.

·        Smartlog Accident Reporting - ensure completed when necessary ie all accidents resulting in visit to A and E and all staff accidents.

·        Provide general clerical support to school as required ie photocopying, word processing, emails, texts, collation of information. Selling of tickets and items for special school events.

·        EVC – Educational Visits Co-ordinator – attend 3 yearly update course.  Advise/help teachers to arrange educational class visits. Bus quotes, bookings, costings, sending out parent letters, setting up visit onto ParentPay, checking for payments, lunch requirements etc.

Ensuring that a valid risk assessment has been completed and entered onto the Evolve system. Checking, including ratios, medical needs etc. then submitting to Executive headteacher for approval. Also, helping to organise big visits such as theatre visit. Ensure payment made by parents and invoices submitted for payment. Also, arranging the booking of pupil swimming lessons.

·        Full first aider. First Aid and Medical Needs co-ordinator. Order stock. Pupil medical records, keep up to date and liaise with school nurse.  Ensure medicine forms completed for administration of medicine. Oversee AED – Automated External Defibrillator, checks/ready for use.

·        Liaising with caterers Edsential regarding medical dietary information – requesting parents to complete new forms/obtain necessary medical evidence and collate.

·        Arrange staff training/courses, including Safeguarding, emergency first aid courses, and individual courses for staff.

Also, epipen training/asthma training with school nurse or via online video training.

·        Health and Safety – help to collate/complete documentation/risk assessments required for annual Health and Safety audit including online checking of staff vehicle tax/mot status. Ensure medical file up to date with necessary paper work.

·        Update School Emergency Management Plan.

·        Occasionally liaising with contractors/suppliers regarding services required or in the case of emergency.

·        Occasional DBS checks.

·        Oversee School Fruit and Vegetable scheme and Free School Milk scheme. Deal with complaints procedure for SFVS in case of poor quality/quantity of produce

·        Website – update diary dates weekly. Sometimes add news.

·        Organise confidential shredding 

Other Responsibilities

·      To carry out such other tasks on occasion as deemed appropriate by the Executive Headteacher.

·      Make a positive contribution to the wider life and ethos of the school and the Trust.

·      Develop effective professional relationships with colleagues, knowing how and when to draw on advice and specialist support.

·      To attend relevant meetings as required.

·      To participate in training and other learning activities and performance development as required.

·      To be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to the appropriate person. 

Personal and Professional Conduct

Employees of CDAT are expected to demonstrate consistently high standards of personal and professional conduct. All staff must uphold public trust in schools and education and maintain high standards of ethics and behaviour, within and outside the school, by:

·      Treating pupil, staff, parents and visitors with dignity, building relationships rooted in mutual respect and at all times observing proper boundaries appropriate to an adult working in a school environment.

·      Having regard for the need to safeguard pupils’ wellbeing, in accordance with statutory provisions.

·      Showing tolerance of and respect for the rights of others.

·      Not undermining fundamental British values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of those with different faiths and beliefs and

·      Ensuring that personal beliefs are not expressed in ways which exploit pupils’ vulnerability or might lead them to break the law. 

General

·        All staff are responsible for maintaining high standards of professional practice while working for CDAT, are required to work within guidelines established by Trust-wide policies, handbooks and guidelines and should maintain high standards in their own attendance and punctuality.

·        All staff are expected to support the Christian culture, aims and objectives of CDAT and its member schools.

·        All staff are expected to undertake such additional duties as may reasonably be requested by the Executive Headteacher or their representative.

·        The Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

·        All staff must respect the confidentiality of staff, pupils, families and visitors and not breach this trust. Any breaches of confidentiality must be reported to the Executive Headteacher immediately.

·        All staff should participate in arrangements for appraisal and in the identification of areas in which they would benefit from training and undergo such training.

·        All staff should proactively keep abreast of developments in relation to the post and wherever possible and appropriate attend professional development opportunities.

·        This job description is neither exhaustive nor exclusive. Other reasonably similar duties may be allocated from time to time commensurate with the general character of the post and its grading and the job description may be subject to modification and amendment in accordance with the needs of the Trust or the school.

Person Specification

Jesus said, ‘I have come in order that you might have life—life in all its fullness’

(John 10:10). As a Trust, our aim is to ensure that all of our pupils are able to benefit from and enjoy ‘life in all its fullness.’