Inchmarlo School Administrator in Belfast

Title: School Administrator Department: Inchmarlo Responsible to: Bursar through the Head Teacher Role: To provide administrative support to the Head Teacher and be the first point of contact for pupils, parents and visitors. Main Duties & Responsibilities Receptionist Undertake reception duties including responding to telephone and personal enquiries Assist with whole School communication, including contacting parents, pupils and staff Meeting and welcoming visitors and providing hospitality as required Fielding enquiries from parents, pupils, staff, Governors, external organisations including other schools and prospective parents and pupils Acknowledging receipt and arranging prompt distribution of deliveries Administration of incoming and outgoing mail and its delivery to the post office. Personal Assistant Providing and managing confidential support to the Head Teacher with all activities including diary and email management, travel arrangements, setting up and servicing meetings, planning and organisation Ensuring an effective system of diary management for the Head Teacher and Senior Leadership Team Completing required preparatory work for the Head Teacher’s appointments and commitments Undertaking discrete project work on behalf of the Head Teacher Ensuring that follow-up action points from meetings are recorded and completed Attending events with the Head Teacher to provide administrative support Being responsible for all correspondence passing through the Head Teacher’s office, including dealing with incoming and outgoing post/emails and responding as appropriate either on the Head Teacher’s behalf or drafting responses Liaising with RBAI and other staff with regard to the administration of academic staff recruitment and other employment matters In the absence of the Head Teacher, referring matters to the relevant member/s of the Senior Leadership Team for action Recording and distributing notices from staff meetings etc Preparing relevant paperwork for the Senior Leadership Team, setting agenda, taking and distributing minutes as required Inputting and accessing information to pupil files on the School’s student and staff record system: SIMS/BROMCOM Carrying out photocopying and preparation of material for the Head Teacher as required Administration Organising the administration within the Preparatory Department to ensure an efficient and well-structured office system Co-ordinating the admissions process according to School procedures Creating induction packs for all new pupils Providing administrative support - including word-processing, photocopying, filing, email Co-ordination of the School's calendar Co-ordinating changes to published information, in light of staffing changes/ /academic year/policy updates Administration of, and responsibility for the effective use of, the School electronic communication system, including pupil updating and completing end of year/start of year procedures HR Duties to include recruitment administration, contracts, correspondence etc. Use of NISTR to book and correspond with sub teachers regarding cover Completing annual DENI & Independent School Census Liaising with other staff to produce the Weekly Newsletter Helping to organise key school events Whole School Wrap Around Care booking and financial administration Carrying out routine administrative tasks, including the collection of money and the completion of records and registers in accordance with School policy Maintaining the Preparatory departments budget and expenses Updating and preparing lodgements/spreadsheets/bank spreadsheets and petty cash Maintenance of stationery stock and the associated records Assisting with the organisation of school trips Building strong relationships with all members of the school community and beyond;