Administrative Officer

What skills and experience we're looking for

• Update manual and computerised record/management information systems (MIS), including student and staff HR & absence records, class lists and internal phone listings
• Update and maintain the school calendar/diary
• Manage the school diary for prospective parent/carer tours
• Update and maintain the school website, ensuring statutory compliance
• Manage and organise completed forms from parents
• Organise and distribute incoming and outgoing post
• Provide administrative support to SLT and staff as needed
• Organise individual and whole school training for all staff
• Maintain training records for school staff, including medical, on the school’s MIS
• Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
• Process orders for resources on behalf of school staff in line with the school’s purchasing procedures
• Carry out filing, printing, and photocopying
• Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary
• Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
• Assist with organising school based medical and other health related appointments, including the organisation of rooms
• Assist in the organisation of school trips in cooperation with other staff, including ensuring that staff and external providers (e.g. coach companies) have completed all associated risk assessments
• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
• Work with the external contractor to manage, administer, and reconcile the school dinner provision
• Provide daily school dinner numbers to catering provider in line with the applicable service level agreement, review and agree menus each term, administer free school meals, send invoices, and reconcile payments within the school’s MIS
• Provide administrative support to the EHCP process by preparing paperwork for and arranging EHCP Annual Review meetings, collating, updating, and maintaining student records, editing/updating changes to EHCPs following the Annual Review, whilst ensuring that the school’s legal obligations are met in relation to timescales
• Provide support with the Local Authority consultation process, including pre-admissions consultations; and collating and processing requests on behalf of the Headteacher
• Dealing with leavers’ administration
• Take responsibility for the preparation of the School Pupil Census
• Completion of returns for the relevant local authority and DfE as required by the Headteacher
• Maintain the school’s Single Central Record (SCR) in line with statutory guidance
• Document archiving
• Liaise with IT in respect of equipment and systems logins
• Keeping induction folders up to date
• Keeping GIAS up to date
• Communication with parents/carers, including working with Home School Liaison Officer to cascade information about activities to parents via Arbor
• Working with the DPO to ensure compliance with GDPR, recording any breach and reporting the same immediately to the Headteacher
• Reporting Subject Access Requests and Freedom of Information Requests immediately to the Headteacher
• Attendance Administration
• Monitor and maintain an accurate record of pupil attendance, producing reports as necessary
• Transfer staff absence information into the school’s MIS daily
• Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed
• Reception
• • Act as the first point of contact for parents and visitors arriving at the school
• Reception duties, including answering the telephone and managing the school’s email Inbox, ensuring the school meets its expected response times and emails are forwarded to the relevant member of staff as necessary
• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
• Seeking support from other colleagues where necessary to respond to complex enquiries
• Respond to messages promptly and accurately, passing on information to relevant staff members as necessary
• Assist staff and pupils with the information and support they need

• Control access to the school in line with the school’s safeguarding procedures, including signing-in visitors, checking identification as necessary, issuing passes, and notifying them of safeguarding and safety procedures
• Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures

• Write and send email responses that are professional and uphold the school’s vision and values
• Update and distribute online and offline communications (e.g., letters, newsletters, social media posts etc.) to parents, staff, and other stakeholders
• Assist with marketing and promoting the school

• Collect, record and issue receipts for payments from parents
• Carry out financial administration in line with the school’s procedures
• Payroll administration, including processing starters and leavers, time sheets for agency staff and other HR related claims

• Support recruitment processes up to conditional offer stage, including processing applications, arranging interviews and carrying out online searches, in line with the school’s Safer Recruitment Policy
• Signing off on timesheets for agency staff
• Responsibility for collating and maintaining volunteer paperwork

• The school Administration Officer will be required to safeguard and promote the welfare of children and young people and follow school policies and the staff code of conduct
• Providing administrative support to the DSL
• Maintain the school’s Single Central Record (SCR) in line with statutory guidance

• Read and follow relevant school policies
• Undertaking training required to develop in the role
• Ensure all duties and responsibilities are undertaken in line with the school’s Health and Safety Policy
• Support with fire/evacuation checks and procedures in line with school policies

• The opportunity to work with a progressive and forward-thinking multi-academy trust, where you are making a difference to the lives of young people.
• Opportunities for development and career progression
• Extensive induction programme and ongoing CPD and training
• A range of staff benefits including one wellbeing day per term (after a qualifying period, pro rata for part time employees), access to an Employee Assistance Programme and a workplace pension scheme (LGPS)
• Free eye test for DSE users
• Free flu vaccinations
• Free tea and coffee
• Refer a friend bonus (up to £500)
• A positive and friendly working environment

Commitment to safeguarding

Offers of employment may be subject to the following checks (where relevant): childcare disqualification Disclosure and Barring Service (DBS) medical online and social media prohibition from teaching right to work satisfactory references suitability to work with children You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.