NWKAPS

JOB DESCRIPTION.

Job title:Receptionist /Administrative Assistant

Responsible to: Head of Service

Grade: KR3

Location: NWKAPS – The Rosemary Centre

Job Summary:

To provide full administrative support to the Head of Service. To ensure all information related to pupils is recorded accurately and management information systems are kept up to date. To liaise with schools and other agencies and make contact with parents / carers. To be the first point of contact for visitors to the centre and present a professional image of NWKAPS.

PRINCIPAL ACCOUNTABILITIES.

1.To answer the telephone and deal with all queries that may arise, directly queries to the correct member of staff.

2.To welcome visitors to the centre, ensuring all safeguarding checks are adhered to and a professional office atmosphere is maintained at all times.

3.To obtain information and prior records from previous schools and ensure all KS1, 2 and 3 levels are available for new pupils along with predicted grades and CAT scores.

4.To organise all planning and review meetings in conjunction with the Deputy Head Teacher and within agreed timescales, liaising with home schools, parents / carers and other agencies and ensuring all minutes are typed and posted out within the stipulated period.

5.To oversee the copying of reports, questionnaires and other communications, keeping copies on file and collating items for distribution.

6.To distribute post daily and ensure post is sent out at the end of each day.

7.To follow up all pupil absences at the start of each day and rigorously detail reasons, communicating with the Deputy Head Teacher and Learning Mentor the absences for the day with reasons by 9.30am each morning.

8.To collate all registers for the provisions on SIMS and produce weekly reports for the Executive Head Teacher and other attendance reports as requested by staff.

9.To maintain a log of entry and exit times for staff and pupils and keep records of staff and pupils going off site for educational purposes.

10.To safely store medication brought in by pupils with written evidence from parents / carers to support the storage and provision of medication, keeping accurate records and undertaking training in relation to this as required.

11.Maintain and update all pupil database files, documents, correspondence and Department for Education and Skills forms, including forms for other agencies, to assist the Deputy Head Teacher responsible for respite and reintegration services.

12.Maintain quality assurance systems and produce regular reports as directed to meet Ofsted requirements and to provide speedy information to staff working in the centre.

13.To support the Office Manager / Head’s PA as required and work under her direction in fulfilling ongoing administrative tasks.

14.Collate applications for admissions, including new intake of pupils; provide prospective parents with information on the centre; enter new intake onto SIMS fully and accurately, ensuring that the necessary procedures are complied with.

15.Complete relevant forms for pupils leaving the school; update SIMS and pupils lists; and send pupils’ files to schools as directed.

16.Undertake any other reasonable duties which are appropriate with post and grade, as directed by the Deputy Head Teacher and Office Manager / PA.

17.Liaise with transport to ensure pupils arrive at the centre on time. Prepare weekly meal requests for pupils and liaise with the Site Staff, drivers and escorts as required.

18.To abide by the school's policies, including those relating to safeguarding, health and safety and equal opportunities.

PERSON SPECIFICATION. Job context

1.Minimum of 2 years’ experience of clerical/admin work, preferably within a school setting.

2.NVQ 2 or equivalent qualification or experience.

3.Good literacy and numeracy skills.

4.Ability to communicate with both children and adults calmly and in a friendly, professional manner.

5.Professional image and ability to present the service favourably to all stakeholders.

6.Excellent time management and organisational skills.

7.Able to demonstrate understanding of confidentiality and safeguarding requirements.

8.Experience of using a range of ICT packages including Word, Excel and Access essential and sound knowledge of SIMS.

9.Able to work constructively as part of a team, understanding school roles and responsibilities and own position in relation to these, ensuring that information is passed on to the relevant member of staff in a timely manner where necessary.

10.Ability to identify own training and development needs and willingness to participate in development and training opportunities.