Administration Assistant

• Experience of working in an administration role.
• Experience of working in a reception environment desirable but not essential.
• Experience of working in a school environment desirable but not essential.
• Experience of using Microsoft Office (Word, Excel, Outlook)
• Experience of administering First Aid in the workplace desirable but not essential.
• Excellent IT skills, particularly in Microsoft Office Software including Word, Excel and Outlook.
• Ability to demonstrate a clear commitment to develop and learn in the role.
• Highly organised: the ability to work accurately with strong attention to detail.
• The ability to remain calm under pressure and meet deadlines.
• Ability to assimilate information quickly and respond appropriately.
• Ability to complete data inputting and maintain efficient record keeping systems.
• A friendly manner and strong interpersonal skills; the ability to treat people with respect and diplomacy by being supportive, empathetic and understanding.
• The ability to work as part of a team and have the initiative to work alone and proactively.
• Personal integrity, honesty and sound judgement.
• Flexible approach to work, with a keenness to be involved in activities which enhance the reception and administration service.
• Applicants should have a good standard of general education; a minimum of
• 4 GCSE passes including Maths and English (or equivalent).
• A sound understanding of the principles of confidentiality, safeguarding and child protection.
• Knowledge of procedures and legislation relating to confidentiality and data protection, including GDPR.
• First Aid at Work Certificate or willingness to complete necessary training.
• Willingness to participate in further training and development opportunities offered by Sutton Coldfield Grammar School for Girls.

• At Sutton Girls, we provide high quality teaching and learning, strong pastoral support, and a wide range of extra-curricular opportunities within a caring environment that values character development and wellbeing
• We have fantastic results and continue to reflect on ways we can improve and support students to make further progress. Students are highly motivated, have a thirst for knowledge and a desire to learn.
• Growth mindset strategies and character development are central to our day-to-day activities whilst maintaining staff and student well-being.
• We offer the opportunity to join the Local Government Pension Scheme, the BHSF Healthcare Plan and/or sign up to our Cycle to Work Scheme.

Further details about the role

Job Purpose:

• To provide full administrative support to the main office and reception team to ensure an effective administrative service operates within school.
• To support the Data Manager and Examinations Officer with arrangements for examination periods.
• To provide First Aid support during busy periods.
• To assist with reprographics requests when required.

Duties and Responsibilities:

Reception:

• Operate the reception desk to control access into the school premises for all visitors, including monitoring the external gates via CCTV, reporting any concerns to a member of SLT as necessary.
• Answer telephone calls, taking messages as appropriate in a polite and friendly manner, being able to use initiative to convey urgent messages to staff and students, whilst maintaining confidentiality.
• Welcome and sign in visitors following procedures on the InVentry System.
• Ensure compliance with safeguarding procedures, assigning relevant visitor lanyards and undertaking documentation checks as required.
• Liaise with the HR Team to ensure that regular visitors are added to the Single Central Record when necessary.
• Resolve queries from visitors, students and staff, forwarding them to the appropriate members of staff as necessary.

Administration and Exam Support:

• Use SIMS on a daily basis for school administration, including ensuring accurate student data is maintained, processing changes to personal details as necessary, maintaining the school calendar and inputting data of new year 7 starters.
• Assist with high volume mailings, such as progress reports and communication to parents.
• Advise the Finance Officer of deliveries to the school and distribute as appropriate, in liaison with the Site Team.
• Manage daily post; sort incoming post; distribute to relevant staff pigeonholes; prepare outgoing post for franking, and special deliveries as required.
• Assist with routine administration tasks including data and exam related administration under the direction of the Data Manager and Examinations Officer.
• Maintain an up-to-date register of examination invigilators’ contact details and availability.
• Produce timetables for exam invigilation and allocate exam sessions to invigilators in liaison with the Data Manager and Examinations Officer.
• Email exam timetables to the team of invigilators, ensuring they are aware of their start and finish times during exam periods.
• Organise invigilator training sessions and update the Invigilators Handbook in line with legislation.
• Collate invigilator timesheets and forward to the HR, Payroll & Cover Officer to arrange payment.
• Arrange signage for exam rooms and prepare exam boxes for both internal and external examinations.
• Assist with the production of seating plans for internal/external examinations
• Co-ordinate the collection of papers from internal examinations and return completed papers in teaching groups to the Heads of Department.
• Contact students to collect examination certificates if uncollected.
• Assist with the administration of post results services following the summer examinations

First Aid:

• Act as an additional First Aider for the school, responding to first aid incidents (staff, staff and visitors) in accordance with the school policy and procedures.
• Assist with first aid and welfare duties, supporting unwell students in the medical room and liaising with parents.
• Contact parents in the event of a student injury requiring hospital treatment and accompany student to hospital if required.

Reprographics Support:

• Help organise, plan and control reprographics workloads and procedures.
• Assist staff with the production of classroom materials, using the reprographics facilities (including photocopiers, binding machine, laminator and scanning equipment).
• Photocopy and produce booklets as required by the school.

General:

• Promote the agreed vision and aims of the school and set an example of personal integrity and professionalism.
• As a term of your employment, you may reasonably be expected to perform duties of a similar or related nature to those outlined in the job description.
• This job description will be reviewed and updated periodically in order to ensure that it relates to the job performed, or to incorporate any proposed changes. This procedure will be conducted by the Headteacher/Line Manager in consultation with the post holder. In these circumstances, it will be the aim to reach agreement on reasonable changes, but if agreement is not possible, management reserves the right to make changes to the job description following consultation.

Commitment to safeguarding

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