school administrator in Banbury

Polaris Education is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.

Responsibilities

• Reception: The school administrator will provide a warm welcome for parents, visitors and colleagues and deal with their requests in an efficient and professional manner.
• Key Tasks and Activities:
• Answer the telephone in a friendly, professional and efficient manner and record and pass on messages as appropriate.
• Ensure visitors sign in, sign the safeguarding disclaimer and are provided with a visitor's badge.
• Accurately maintain the shared calendar and update the school information.
• Provide refreshments for visitors.
• Work on parents' evening and other evening events as required.
• Have an effective and efficient resource process, keeping the resource ordering up to date and chasing where appropriate.
• Inform the relevant staff member when deliveries arrive.
• Distribute internal and external post and correspondence as appropriate.
• Arrange the ID cards for all new starters and governors for the school.
• Liaise when necessary with transport services and taxi suppliers for pupil transport.
• Support education staff with providing work experience opportunities for pupils.

Administration: Provide full administrative support to the head teacher, school management team and all other education staff at the school.

• Key Tasks and Activities:
• Produce letters and memorandums.
• Undertake filing and photocopying, to assist users with the operation of the photocopier including changing inks and attempting to resolve issues.
• Be responsible for the maintenance and monitoring of the photocopier.
• Provide administration assistance as required by the leadership team including ordering resources.
• Ensure all information is treated confidentially and have absolute discretion at all times.
• Accurately minute meetings as directed by the SLT, and where relevant, telephone conversations with parents/carers.
• Schedule and attend school-based meetings with parents/carers as necessary.
• Use IT hardware and relevant software packages efficiently and effectively to access, manage, retrieve and share the various types of information as and when required.
• Use all items of office equipment, such as the photocopier competently and keep up to date with developments and changes to such equipment.
• Maintain filing systems, both paper and electronic, efficiently and in accordance with current systems and processes.
• Ensure that documents are prepared, and data is entered onto SIMS.
• Undertake stocktaking and ordering of materials and equipment as required.
• Deal with school correspondence/emails and phone calls.
• Support the headteacher with local authority correspondence and quality assurance paperwork/visits.
• Oversee and manage the school diary including room bookings and meeting schedules.

Attendance:

• Key Tasks and Activities:
• Monitor and track whole school attendance and punctuality and to send out letters where appropriate.
• Assist with the production of termly reports for the head teacher and governing body.
• Develop and maintain links with parents/children and the local authority's Educational Welfare Service.
• Monitor and ensure that correct attendance codes are entered in class registers and on SIMS.
• Contact parents/carers to establish the reasons for pupils' absenteeism by telephone and letters.
• Work closely with the deputy head and head teacher to establish and agree upon authorised absences and agree actions accordingly.
• Maintain and monitor the school's attendance records and produce returns and report as necessary.
• Monitor and maintain an accurate computer record of pupil attendance.
• Monitor the late arrival of pupils and maintain accurate and up-to-date computer and paper-based records and files.
• Advise and assist parents/carers to maintain regular school attendance of their children.
• Communicate clearly to parents/carers the attendance procedures and expectations of the school.
• Collect and analyse attendance data to enable identification and tracking of pupil attendance.
• Input daily attendance data onto the SIMS management system.
• Run reports for termly attendance and write certificates.

Qualifications and Skills - Essential capabilities expected from the role:

• Excellent interpersonal and communication skills - written and oral.
• Knowledge and understanding of child protection and safeguarding practices and protocols.
• Excellent organisation skills with a systematic approach to workload management.
• Excellent time management, planning and work prioritisation skills.
• Experience of developing systems and processes.
• Excellent understanding of SIMS.
• Ability to work within allocated budgets and monitor expenditure and costs.
• Full working knowledge of relevant policies/codes of practice/legislation.
• Ability to plan and develop systems.
• Ability to relate well to children and adults.
• Work constructively as part of a team, understanding school roles and responsibilities and your own position within these.
• Ability to self-evaluate learning needs and actively seek learning opportunities.
• Confidentiality of information as appropriate.
• Ability to work under pressure.
• Ability to work on own initiative.

The successful candidate will be required to complete an enhanced DBS check, the cost of which will be met by Polaris Education.

Location: Banbury, Oxfordshire. Our School has the capacity for up to 84 pupils and offers safe and supportive environments for pupils from 5 to 18 years old with a range of complex needs.