THE BICESTER SCHOOL

School and Finance Administrator

Line Manager – Office Manager/MIS Manager

Grade 6 Term Time plus 2 weeks

This post provides high quality administrative and financial support to the School.

Main Responsibilities and Duties

SUPPORT FOR ACTIVATE LEARNING EDUCATION TRUST (ALET)

  • Cashless Catering – empty the machine on a daily basis; run end of day
  • Banking to ALET account using existing systems
  • Arranging cash collections through ALET/Secure collection service
  • Sending claims through to payroll, ensuring document is signed by budget holder and is accompanied by relevant receipts.
  • Forwarding any invoices onto the finance team.
  • Dealing with any financial requests from the ALET finance team.

SUPPORT FOR THE BICESTER SCHOOL

Trips and Visits

  • Record all monies received in reception against the individual trips record sheet using Microsoft Excel
  • Bank all monies received using existing systems
  • Liaise with trip coordinators keeping them up to date with balances when requested.
  • Pay invoices relating to this account following existing procedures
  • Ensure adequate insurance is arranged for trips
  • Complete monthly reconciliations of the trip account using Microsoft Excel.
  • Deal with un-presented cheques securing replacement payments where necessary.
  • Arrange and liaise with the auditor for this account on an annual basis.

Reception

  • Undertake reception duties, answering general telephone and face to face enquiries and signing in visitors.
  • Assist with pupil first aid/welfare duties, looking after sick pupils, liaising with parents/staff etc. Recording accidents/incidents on relevant systems for first aid administered.
  • Assist in arrangements for schools trips, events etc.
  • Assist with Swarm Text communication
  • Vaccination Coordination
  • Trips and Visits Administration

Administration

  • Provide general clerical/admin. support e.g. photocopying, filing,complete standard forms, respond to routine correspondence
  • Maintain manual and computerised records/management information systems
  • Produce lists/information/data as required e.g. pupils data
  • Undertake typing and word-processing, including Mail Merges and other IT based tasks
  • Take notes at meetings when required

Resources

  • Operate relevant equipment; ICT packages including Microsoft Office (e.g. Word, Excel, Outlook, Internet)
  • Provide general advice and guidance to staff, pupils and others

RESPONSIBILITIES

  • Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
  • Be aware of and support difference and ensure equal opportunities for all
  • Contribute to the overall ethos/work/aims of the school
  • Appreciate and support the role of other professionals
  • Attend and participate in relevant meetings as required
  • Participate in training and other learning activities and performance development as required

THE BICESTER SCHOOL

Office and Finance Administrator

Task List

  • First Aid – students/staff. Register of First Aiders/Epi Pen – book training.
  • Vaccination Coordination
  • Point of Contact – Parents / Students / Public
  • Swarm Text Communications
  • Letters to Parents - distribution (forward to ALET for Website)
  • Newsletters etc –photocopying and distribution
  • Trip Payments – and Coordination of the Trips and Visits forms.
  • Lecture Theatre/ICT Room Bookings – maintain calendar
  • Free School Meals - Administration
  • Management Information System (Progresso) updates to student records
  • Answering Telephones
  • Signing in/signing out students and visitors
  • Any other administrative task as requested by the Line Manager

Notes:

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified.

Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.

Employees are expected to be courteous to colleagues and provide a welcoming environment to visitors and telephone callers.

The school will endeavor to make any necessary reasonable adjustments to the job and the working environment to enable access to employment opportunities for disabled job applicants or continued employment for any employees who develop a disabling condition.

This job description is current at the date shown, but in consultation with you, may be changed by the Head Teacher to reflect or anticipate changes in the job commensurate with the grade and job title.

THE BICESTER SCHOOL

Person Specification

Personal Requirements / Essential / Desirable
Experience and Qualifications
  • At least two years’ experience in a service industry working with customers
  • Experience of operating a telephone system, answering and transferring calls and taking messages
  • Experience of working in a school
  • Customer Service NVQ Level 2
  • First Aid at Work Certificate or willing to train
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Knowledge
  • Knowledge of the School’s pupil database - Progresso
  • Knowledge of schools and issues relating to education
  • An interest in education
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Skills
  • Ability to operate a telephone system
  • Good Word Processing Skills using Office 2010
  • Excellent knowledge of Excel
  • Experience of Swarm Text
  • Ability to work quickly and accurately
  • Driving Licence and use of own car
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Personal Qualities
  • Flexibility in terms of hours
  • Awareness of and commitment to customer care
  • Ability to use own initiative
  • Ability to work independently and to play a role within the team
  • Good communication skills both verbal and written
  • Ability to work under pressure and remain calm in difficult situations
  • Ability to prioritise work and meet deadlines
  • Ability to plan own workload and be aware of other colleagues’ priorities
  • Open to change
  • Ability to use discretion and have an understanding of the importance of confidentiality and child protection issues
  • Ability to employ tact and diplomacy when dealing with sensitive situations
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G:\Admin Shared\06 - HR\Personnel-Interview Procedures\School and Finance Administrator\Job Description and Person Spec.doc

October 2015