Administrator in Farnham

Key Responsibilities

• Manage all aspects of the order and goods-received process.
• Oversee the central Orders email inbox, ensuring timely responses and actions.
• Resolve order-related issues to ensure accurate and efficient procurement.
• Liase with senior staff regarding authorisation of orders.
• Liase with all staff regarding order queries and product requirements.
• Prepare purchase requisitions.
• Source products and suppliers as required, ensuring value for money.
• File and maintain all order documentation accurately within the school’s systems.
• Participate in the continued development and improvement of order, administrative and procurement processes to enhance efficiency and accuracy.
• Use school finance software (PS Financials - training will be given) to manage financial data.
• Track deliveries and resolve discrepancies with suppliers.
• Manage and resolve invoice queries.
• Produce budget reports for budget holders when required.
• Support the set up and finance including calculating costs for trips and visits using Arbor MIS system/Excel and payment processing.
• Liase with the Trip Co-ordinator to track trip income, ensuring cost-efficiency and financial reconciliation.
• Proactive approach with outstanding invoices, in a timely manner to support accurate financial records.
• Maintain accurate financial records in line with school policies and audit requirements.
• Input and update ‘Every’ with contracts, service agreements and financial commitments, collaborating with premises and Operations Manager.
• Oversee Contract spreadsheet and communicate contract end dates, meeting cancellation deadlines to PM/OM.
• Maintain organised digital financial filing systems.
• Use the school credit card in line with procurement procedures and maintain accurate records.
• Communicate to whole school orders deadlines for half termly and end of year requirements.
• Banking on occasion.
• Support the Operations Manager with any financial and operations support needed.
• Liase with Budget holders.
• Arrange delivery of cash for student trip use.
• Responsible for planning ahead and the organisation of leavers gifts and end of term rewards for students and staff members.
• Responsible for stock checks and orders for Consumables & Office Supplies, including tea and coffee, school paper, printer accessories, consumables and the paper and stationery for general office supplies.
• Ensure new suppliers are added to PSF in a timely manner.
• Maintain accurate records of donations received and document related expenditure, and relevant Thank you letters sent.
• Maintain organised digital financial filing systems.

Reception & Administrative Support (as required)

• Provide professional, polite and friendly customer service to all visitors, parents, staff, students and stakeholders.
• Support reception duties including answering phones, greeting visitors and managing enquiries.
• Ensure due diligence with safeguarding procedures, including checking and recording DBS documentation for visitors.
• Monitor incoming and outgoing mail and manage the central school email inbox.
• Work with the Deputy head teacher to keep up to date and accurate records of whole staff CPD.
• Support premises with classifications on ‘Every’.
• Oversee school registers and support administration for fire evacuations.
• Maintain general office systems, filing and up-to-date forms.
• Support the Admin team with interview preparation and meetings in school on occasion.
• Communicate the redistribution of parcels delivered to the school.
• Continued development, annual training and role related training to be completed.

Student & Staff Support (on occasion to support reception)

• Monitor students in the medical room and complete associated administrative tasks (on occasion).
• Administer first aid when required (on occasion - training will be provided).
• Support consultation evenings, open events and other school activities as needed.

General Responsibilities

• Maintain confidentiality and handle all data in accordance with GDPR and school data-protection policies.
• Follow all school and WMAT policies, including the Staff Code of Conduct.
• Undertake training as required to support the role.
• Carry out any other duties appropriate to the level of the role, as directed by the Headteacher or line manager.
• Due diligence with safeguarding.
• Adhere to GDPR legislation in working practices.
• All staff are required to safeguard and promote the welfare of children and young people, follow school policies and the WMAT staff code of conduct.

Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that will be carried out. The postholder will be expected to undertake any duties which may reasonably fall within the level of responsibility and competence of the post, as directed by the headteacher or line manager.