Administrative Officer for Earlsmead School and Earlsmead S Children and Families Centre

JOB DESCRIPTION

Administrative Officer for Earlsmead School and Earlsmead’s Children and Families Centre

Contract Type: Permanent, Full Time

Hours of work: 8.15am – 4.15pm

To start: 1st September 2016

Salary scale: Scale 5

Reporting to: School Business Manager (SBM)

Closing date for applications: 16th June 2016 at Midday

Shortlisting: 17th June 2016

Interviews: 27th June 2016

Main objectives

To assist the School Business Manager in providing full administrative support to the school to facilitate outstanding teaching and learning. This will include a wide range of duties covering administrative, clerical, financial and reception duties.

Finance

·  The general collection, accounting and preparing for banking money (cash and cheques) paid to school, including for school lunches, breakfast and after school clubs, school trips including residential, workshops, charity fundraisers, staff collections, pupil photographs, book fairs, music tuition, lettings and donations.

·  To maintain accurate records of incoming money, provide parents / carers with accurate and regular information on money paid / owed and chase up arrears promptly.

·  To collect, count and record all payments relating to the school residential trip, including operating payment plans.

·  To ensure all cash and cheques are safely held prior to the weekly bank collection.

·  To liaise with the SBM regarding any bad debts including those for school lunches and Breakfast and After School Clubs.

·  Under the direction of the SBM take a lead in issuing official orders to staff, cross checking deliveries against invoices, entering assets into the asset management system and making payments against invoices.

·  To provide cash floats as necessary

Administration of School Clubs and School Trips

·  To enrol children and liaise with learning mentors to compile daily Breakfast and After School Club registers and maintain waiting lists.

·  To invoice and collect fees for Clubs and trips, establish and maintain databases as necessary and promptly chase bad debts.

·  To provide accurate information on breakfasts and lunches to the SBM, so s/he is able to invoice Lunchtime UK accurately and promptly

·  To liaise with parents regarding requirements, ensuring the register is updated.

·  To liaise with BC and ASC leader as appropriate.

·  To provide regular reports to the SLT and GB regarding the operation of both clubs.

·  Give admin support to teachers organising class trips

School lunches

·  To maintain the school meals register updating changes as required.

·  To administrate school lunch payments including those for staff

·  To provide accurate information on school lunches to the SBM, so s/he is able invoice Lunchtime UK accurately and promptly

·  To administer Free School Meals, including confidential liaison with parents, processing application forms and submitting these to Haringey, keeping a register of renewal dates and actively promoting FSM to targeted families.

Other duties, including: lettings, transport, photographs and uniform

·  To administer all school trips, including formatting and distribution of letters to parents, collection and allocation of money.

·  To book school transport as required, ensuring competitive rates and to confirm arrangements with teachers and the School Business Manager.

·  To obtain competitive quotes for pupils’ school photographs, organise the sessions and liaise with teaching staff. To collect payment as necessary

·  To order uniform and book bags from supplier and liaise with the School Business Manager regarding external uniform supplier.

·  To liaise with the Educational Welfare Service regarding Child Entertainment Licences.

General

·  To operate as part of the administrative team, providing administrative support to the Head Teacher, Senior Leadership, Governing Body and teaching staff, including using MS Office and other software as appropriate, the fax, scanner, photocopier etc.

·  Create and maintain a welcoming, tidy, informative reception area.

·  Open and distribute post and packages and distribute promptly. Ensure that deliveries are made efficiently and safely with as little disruption to the school day as possible.

·  To provide a warm welcome to parents, children and visitors, offering relevant support and information on all aspects of school life.

·  To liaise with parents and carers, about a wide variety of matters with professionalism, courtesy and efficiency.

·  To answer the phone in a professional and friendly manner, to direct calls and take messages efficiently.

·  To keep personal information on children, families and staff secure yet accessible, ensuring privacy and confidentiality, meeting safeguarding requirements and those of the Data Protection Act. To have due regard for safeguarding and promoting the welfare of children and to follow child protection procedures.

·  To operate and update the online school diary, book parents on school tours and assist with administration of events in school.

·  To cover for colleagues in office administration as required.

·  To promote a good image of the school at all times.

·  To undertake any training necessary.

·  The duties above are neither exclusive nor exhaustive and the postholder may be required by the Headteacher to carry out appropriate duties within the context of the job, skills and grade.