Administrative Assistant
/ Directorate:Education & Personal Development
Post Number:/ Division:
Schools
Grade: 4 / Business Unit/Section:Overall Purpose of Job:
To provide an effective administrative function within the school
Main Responsibilities:
1. / Provides administrative support for the whole school including:-
· Typing letters, memorandums, newsletters etc.
· Answers routine enquiries from staff, pupils, parents and the general public
· Undertakes reception duties
· Files, updates and retrieves information manually and electronically
· Prepares and answers routine correspondence
· Assists in maintaining the head’s diary of appointments and school diary of events
· Duplicating and photocopying
2. / Responsible for the collection, banking and accounting of all school meal (including Nursery) and school visits/event and breakfast club monies and the management of the imprest account. Will liaise with lunchtime team re non-payment of dinner money and send reminder letters to parents.
Responsible for ordering/selling book bags, hats, combs and PE bags.
3. / Organises school trips and events including all administration, booking venues/transport etc. ensuring best value is achieved.
4. / Responsible for maintaining accurate pupil records both manually electronically on appropriate systems.
· Implements requirements of LEA with regard to attendance including registers
· Administers school’s attendance procedures and produces statistics for DfES, LEA and teaching staff as required.
5. / Processing of invoices and orders through the FMS system.
6. / Record keeping for Nursery waiting list and admin. for nursery admissions.
7. / Deals with subsidised milk issues.
8. / Ensure staff records are accurately maintained on the Personnel module and that weekly timesheets, monthly returns and insurance claims for teaching and non teaching staff are completed and submitted on time.
9. / Updating SENCO records on Star and typing of special needs reports.
10. / Responsible for arranging supply for teachers.
11. / Maintenance of appropriate data base ICT systems and financial ICT systems
Knowledge, Skill and Experience Required:
Practical, working knowledge of various data bases and financial ICT systems including SIMS, FMS, Word, spreadsheets and Desktop Publishing.
Communication Skills
Administrative skills
Awareness of Best Value
Organisation Skills
Previous experience of working within a school environment.
Interpersonal and team working skills
Ability to work as part of a team
Ability to work under pressure and to meet deadlines
Experience in the use of office machinery
Creativity and Innovation:
The post holder will be developing ways of presenting information in an appropriate way through ICT systems.
The post holder will also need to prepare routine responses to correspondence.
To recognise the need for and communicate effectively with teachers and other school staff whenever the need arises.
Welcomes parents and other visitors and is responsive to their needs and what they communicate.
Uses initiative as well as recognised procedures to cope with all kinds of problems as they arise.
Decision Making:
The post holder will occasionally be required to answer routine queries however they will be guided by the school and LEA policies and procedures.
Responds appropriately to pupil attempts to communicate needs
Communicates information effectively to teachers, other professionals and parents as required
Recognises when it is necessary to make adjustments to planned activities in order to ensure efficient administration.
Contacts and Relationships:
Parents, suppliers, staff and pupils , the LEA, transport companies and other agencies involved with the school to give and receive information and deal with routine enquiries.
Responsibility for Resources: (to include approximate value, sole or shared responsibilty and for what percentage of their working hours)
£1500 cash/cheques – shared with other admin. staff.
WORK ENVIRONMENT
Work Demands:
Prioritising jobs and may have to deal with the occasional emergency of contacting parents etc.
Work demands vary throughout the year, but must be prepared to work to very tight deadlines at various times.
Physical Demands:
Normal day to day effort
Expected to lift items such as parcels delivered into the office, which may include boxes of photocopy paper.Working Conditions:
School office, well lit and ventilated.
Work Context:
Potentially there could be risk of injury from the public when on visits to the bank and from verbal abuse from parents and pupils.
Position in Organisation:
Indicate how many staff the post is directly accountable for: NONE
Note:
Post holders will be expected to be flexible in undertaking the duties and responsibilities attached to their post and may be asked to perform other duties, which reasonably correspond to the general character of the post and are commensurate with its level of responsibility. This job description is provided for guidance only and does not form part of the contract of employment.
Date of Job Description 11 May 2007
Date copy sent to Post holder …………………………….
72
June 2002