Principal Duties & Responsibilities

Organisation

• Deal with complex reception/visitor/telephone matters and emails
• Covering reception area ensuring staff are available at all times.
• Maintain a tidy and orderly office/reception area and stock areas at all times.
• Assist with first aid including administration of prescribed medication
• Contribute to the planning, development and organisation of support service systems/procedures/policies.
• Organise school trips/events etc.
• Liaison with EWO and parents
• Provide personal administrative and organisational support to the Headteacher and/or Business Manager.
• Manage and arrange supply cover in liaison with the Headteacher.
• Act in a polite and professional manner when dealing with queries/requests from parents escalating where necessary to the Business Manager
• Assisting with pupil first aid/welfare duties, looking after sick pupils, liaising with parents/staff etc.
• Assisting with arrangements for visits by school nurse, photographer and other external visitors

Resources

• Operate relevant equipment/complex ICT packages (e.g. word, excel, management information databases (Arbor), spreadsheets, internet, sign in).
• Monitor and manage stock within an agreed budget, cataloguing resources and undertaking audits as required.
• Provide advice and guidance to staff, pupils and others.
• Assist the Business Manager in undertaking complex financial administration procedures when required.
• Assist the Business Manager with monitoring and evaluation of the budget.
• Manage expenditure within an agreed budget and raise Purchase Orders on IRIS.
• Manage the issuing of staff/visitor passes.

Administration

• Manage manual and computerised record/management information systems including making sure the Trust MIS (Arbor) system is up to date i.e. new children recorded (admissions), CTF’s actioned.
• Ensure attendance is recorded in a timely manner on school MIS (Arbor) and parents contacted to advise of any absences.
• Provide clerical support – photocopying, filing, e-mailing, ordering and stock checks
• Analyse and evaluate data/information and produce reports/information/data as required
• Respond to confidential correspondence under the direction of the Headteacher
• Undertake administration of complex procedures
• Complete and submit complex forms, returns etc., including those to both the Trust and outside agencies e.g. DfE.
• Administration of lettings, after school clubs and other uses of school premises
• Undertake financial administration e.g. raising Purchase Orders on Iris, ordering stock and curriculum orders.
• Take notes at meetings as and when required i.e. parent meetings
• Act as the school contact for any new pupil, issuing new starter packs and setting up new pupil files. (admissions)
• Co-ordination of parents evening bookings and sending texts to parents as and when required.
• Co-ordination of school student placements

Other Responsibilities

• Act as the school champion for the Trust’s Management Information System (MIS-Arbor) providing training for new staff and advising staff of any updates, reports etc.
• Be aware of and comply with all school policies and procedures.
• Be aware of and support difference and ensure equal opportunities for all.
• Contribute to the overall ethos/work/aims of the school and the Trust.
• Appreciate and support the role of other professionals.
• Attend and participate in relevant meetings as required.
• Participate in training and other learning activities and performance development as required.

Safeguarding

• Be aware of and comply with safeguarding responsibilities as outlined in the Trust Staff Code of Conduct and related policies and procedures

Data Protection and other statutory responsibilities

• Be aware of and comply with data protection responsibilities as outlined in the Trust Staff Code of Conduct and related policies and procedures.

Other Duties

• Any other duties that the Headteacher/Business Manager is/are commensurate with the post. Whilst every effort is made to explain the main duties and responsibilities of the post each individual task undertaken may not be identified.