Administration Officer in Ellesmere Port

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 September 2026

Advert Closing Date: Monday 22 June 2026 9am

Interviews: Wednesday 24 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.
• Ensure Cheshire West database is updated with numbers.
• Help with new starters events in summer term – collating of information for parents, information on how to purchase uniform, etc.
• Attendance – oversee attendance, ensure entered onto Compass and print off pupil registration certificates for school reports.
• Deal with Fixed Penalty Notices – fill out paperwork as necessary, submit to Executive Headteacher for authorising, then enter onto Cheshire West Portal for a Holiday Penalty Notice request.
• Help with reviewing school policies – Admissions, Administration of Medicines, Educational Visits.
• School Photos – book in, liaise with and help coordinate school photos including staff.
• Collect cash, cheques, donations, and dinner money not on parent pay; record and ensure they are placed in the safe.
• Banking – complete paying‑in slip and record on Excel spreadsheet for Business Manager reconciliation.
• School Workforce Census – ensure staff records on Compass are up to date and accurate, including all professional qualifications, payroll data and working hours.
• Complete all requirements for Census.
• Upload to DfE Collect ensuring compliance with DfE instructions.
• Liaise with IT support 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.
• Ensure Compass end‑of‑year procedures are carried out and the system is set up for the new academic year.
• Enter new starter information onto database and store all necessary forms in office file so the school has all required permissions.
• Complete CTFs for leavers.
• Collate pupil files for leavers and take to high schools if necessary if not transferred electronically.
• FSP, Phonics, KS1 and KS2 assessment data – print off grids, input onto Compass, submit and print off reports.
• Primary School Census – ensure all details on Compass are correct – pupil numbers, new admissions, transfers removed, SEN information, free school meals, top‑up funding, nursery hours, attendance, etc.
• Produce report and submit via DfE Collect.
• Smartlog Accident Reporting – ensure completed when necessary (all accidents resulting in visits to A&E and all staff accidents).
• Provide general clerical support as required – photocopying, word processing, emails, texts, collation of information.
• Sell tickets and items for special school events.
• EVC – Educational Visits Co‑ordinator – attend three yearly update courses.
• Advise/help teachers arrange educational class visits.
• Handle bus quotes, bookings, costings, send parent letters, set up visits onto ParentPay, check for payments, lunch requirements, etc.
• Ensure a valid risk assessment is completed and entered onto the Evolve system.
• Help organise major visits such as theatre visits.
• Ensure payment by parents and invoices are submitted for payment.
• Also arrange booking of pupil swimming lessons.
• Full first aider. First Aid and Medical Needs co‑ordinator.
• Order stock. Keep pupil medical records up to date and liaise with school nurse.
• Ensure medicine forms are completed for administration of medicine.
• Oversee AED – Automated External Defibrillator checks, ready for use.
• Liaise with caterers regarding medical dietary information – request 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.
• Health and Safety – collate and complete documentation/Risk assessments required for annual audit, including online checking of staff vehicle tax/MOT status.
• Update School Emergency Management Plan.
• Liaise 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

• 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.
• Attend relevant meetings as required.
• Participate in training and other learning activities and performance development as required.
• Be aware of and comply with policies and procedures relating to child protection, health, safety, 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 pupils, 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.
• 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.’

Qualifications

• Basic literacy and numeracy (Essential)
• Hold, or be willing to complete, a valid first aid certificate (Essential)
• Be willing to undertake training relevant to the role, for example but not exclusively in: Safeguarding (Essential), School IT procedures / systems (Essential)

Professional Experience

• Experience of working with/caring for children of a relevant age (Desirable)
• Experience of working in an administrative role in a primary school (Desirable)
• Experience of working as part of a team (Desirable)

Knowledge, Skills and Understanding

• Good standard of spoken English (Essential)
• Ability to work effectively within a team environment, understanding roles and responsibilities (Essential)
• Ability to communicate with and build effective working relationships with adults and children of all ages (Essential)
• Ability to promote a positive ethos and role‑model positive attributes (Essential)
• Willingness to work positively with children from a range of social and cultural backgrounds (Essential)
• Ability to keep simple records, for example a register and log of incidents/accidents using a computer (Essential)
• Ability to provide support for the medical care of pupils and to make decisions quickly to ensure the safety of children (Essential)
• Understanding of the importance of confidentiality (Essential)
• Ability to follow instructions but to use initiative and show good judgement when required (Essential)

Personal Qualities

• Committed to upholding the Christian ethos of the Trust (Essential)
• Good role model for young children (Essential)
• Reliable, punctual and able to provide sustained high levels of attendance (Essential)
• Hardworking, conscientious and with a flexible attitude to work (Essential)
• Positive nature, patient and calm and caring disposition (Essential)
• Commitment to the welfare and safeguarding of all children (Essential)