Admin Assistant in Watford

Responsibilities include assisting the Academy in the efficient running of the Main Office/Student Services Office by providing high quality administrative support to the admin team and contributing to the overall ethos, work and aims of the Academy.

• Assisting with the Main office day-to-day processes, updating data on the Academy's MIS system as required, and maintaining the Academy's database.
• Liaising with parents, guardians, staff, and students, and covering the main reception when required.
• General administrative duties such as stationery orders, stock taking, photocopying, filing, archiving, emailing, and completion of routine forms and correspondence.
• Providing support for the Academy's staff telephone extension list to be kept up to date and distributed in a timely manner before the start of each term.
• Dealing with ParentMail queries and procedures, including setting up and maintenance of trips, events, and uniforms orders.
• Assisting with free school meals, annual photograph, and music lesson administration.
• Receiving, sorting, distributing, and franking daily posts, and arranging for delivery to appropriate staff.
• Entering and retrieving pupil data and producing reports from the School's MIS systems and other software packages as needed and directed.
• Assisting with producing staff and pupil ID cards, and undertaking IT based tasks as required.
• Providing support staff cover, as reasonably required, in the event of staff absence.
• Providing first-aid assistance to staff, students, and visitors as necessary.
• Participating in training and development activities and programmes as required.
• Appreciating and supporting the role of other professionals and establishing constructive relationships with other agencies and professionals.
• Assisting with the Student Services processes, managing attendance queries via voice mails, phone calls, and emails, and logging lates.
• Communicating with parents regarding welfare, behaviour management detentions, reduced timetables, and on-call.
• Supporting with exclusions, isolations, and suspension paperwork.
• Supporting with confiscations, off-role, local authority paperwork, student filing, and student archiving.
• Helping students deal with student queries, timetable, telephone calls, and lost property.
• Undertaking such duties at the discretion of the Headteacher and School Business Manager as may reasonably be required.
• Making themselves familiar with the contents of the Staff Handbook, the Academy's aims and policies, and endeavouring to follow these closely.
• Attending staff meetings, parents' evenings, INSET sessions, and similar important functions both in and out of normal Academy hours, and participating in the main Open Day for prospective parents and pupils.
• Notifying their Line Manager as early as possible if they are going to be absent from the Academy and following the Academy's policy for notifying.
• Attending relevant in-service training each year, at the request of their Line Manager and/or the Headteacher.
• Working with the school's agreed Behaviour and Attendance Policy to anticipate and manage behaviour constructively, promoting self-control and independence.
• Exercising discretion and confidentiality when dealing with sensitive data and information.
• Demonstrating an organised approach, being able to prioritise and manage tasks efficiently and effectively.
• Taking part in the Academy's performance management scheme and appraisal.
• Any other duties as requested by the Head Teacher or School Business Manager.

The duties and responsibilities listed above describe the post as it is at present. This role will be reviewed annually as part of the performance appraisal process and the post holder is expected to accept any reasonable alterations that may from time to time be necessary.

Westfield Academy is committed to safeguarding and promoting the welfare of children and young people. To meet this responsibility, we follow a rigorous selection process. All successful candidates will be subject to an enhanced Disclosure and Barring Service check.

General:

• Polite and courteous
• Confidentiality, probity, and integrity
• Excellent time management
• Strong verbal and written communication skills

Qualifications & Training:

• GCSE/CSE
• Proven on-the-job experience
• Degree

Relevant Experience:

• Experience of working in a school setting
• Appropriate experience in administration
• Proven track record of working within a team
• Excellent IT skills (G-Suite, email, internet, etc.)
• Excellent verbal and written communication skills
• G Suite
• First Aid training

Knowledge, Skills and Abilities:

• Willingness to learn new skills and acquire new areas of knowledge
• Knowledge of MIS database
• Ability to plan, organise, and prioritise effectively to meet deadlines
• Efficient, organised, and meticulous
• Flexible working and ability to multitask
• Calm in a crisis
• Uses own initiative and keen to develop the role

Personal Qualities:

• Strong people skills, fair-minded, and able to communicate well to a variety of audiences
• Able to interact effectively with staff, parents, students, and outside agencies
• Team player, willing to share in key decision making
• Understanding and sensitive to others

Other:

• Support and foster the aims of the Academy.