Administrator

Salary: £25,119-£26,421 pro rata Actual salary: £23,163-£24,363

Hours: 36.5 hours per week, Term time only + 2 weeks

Reporting to: Office Manager

Main purpose: To provide administrative support to the school.

Duties and responsibilities:

• Organisation: Contribute towards the planning, development and organisation of the support service systems, procedures and policies.
• To maintain the school's Management Information System (MIS) including pupil admissions and leavers.
• Administration: Act as the first point of contact within a busy school reception, first line telephone answering, dealing with parents, visitors and professionals coming into school whilst adhering to safeguarding/security processes. Ensuring accurate messages reach Senior Team, Teaching and support staff.
• Undertake word processing and complex IT based tasks.
• Provide personal, administrative and organisational support to the Headteacher and Office Manager.
• Provide personal, administrative and organisational support to other staff.
• Provide personal, organisational and administrative support to the Governing Body.
• Keep records in accordance with the school's record retention schedule and data protection law, ensuring information security and confidentiality at all times.
• Book training courses for all staff and manage the training database.
• Support the administration of recruitment including advertising, collating documentation, obtaining references.
• Monitor staff absences/vacancies and book agency staff as required.
• Support the data protection officer with ensuring data protection compliance and helping the school community understand how to comply with data protection law.
• Resources: Order, monitor and manage stock, ensuring best value following the school's purchasing processes.
• Operate relevant equipment and IT packages (e.g. the school's MIS system).
• Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school.
• Manage financial administration procedures and maintain appropriate records to satisfy audits.
• Manage school licences and insurances.
• Ensure the office and reception is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available.

Responsibilities:

• Be committed to the safeguarding and promotion of the welfare of children and young people.
• Comply with the policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person.
• Contribute to the overall ethos/work/aims of the school.
• Establish constructive relationships and communication with all staff and other agencies/professionals.
• Participate in training and other learning activities and performance development as required.

Other areas of responsibility: This list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the postholder may be required to do other duties appropriate to the level of the role, as directed by the headteacher.

Person specification:

• Experience: Working in an office environment; Developing, managing and operating clerical/administrative/financial and organisational systems; Analysing and evaluating data.
• Skills and knowledge: Excellent attention to detail; Excellent literacy/numeracy skills; Competent use of IT packages including word processing, computerised accounting systems and school MIS systems; Ability to use relevant office equipment effectively; Ability to plan, organise and prioritise.
• Personal qualities: Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils; Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school; Ability to work under pressure and prioritise effectively; Commitment to maintaining confidentiality at all times; Commitment to safeguarding and equality; Embraces change well; Deals with difficult situations effectively.

Notes: This job description may be amended at any time in consultation with the postholder.