PinehurstPrimary School
Job Description
Job Title:Administrative Officer Level 2
Salary Scale:Grade 3 : Scale 3 – 20 (17,072 -19,430) pro rata
Weekly hours:8am to 4pm Term time only (37.5 hours weekly)
Responsible to:Headteacher
Responsible for :Officer Junior
Attendance
Daily – logging reason for absence from phone calls and letters on Attendance on sims.net.
Daily – monitor first day telephone calls for absence. (Phone calls made by assistant).
Daily – reading of registers using OMR, monitoring attendance of each child via Attendance on sims.net.
Weekly – issuing 1st and 2nd letters for any unexplained absence and monitoring for a reply – involving the Headteacher and EWO when necessary.
Weekly – providing the teacher responsible for attendance with percentage attendance and punctuality figures for the whole school.
As and when – input holiday dates for pupils agreed by the Headteacher.
Half-termly – compiling a report of persistent absentees (less than 90% attendance) or children who are regularly late and advising the parents in writing that this must be improved.
Monthly – print out an Official Register to be kept with records for appropriate period of time.
Dinner Money
Daily – collection of all cash and cheques for paid dinners and issue receipts
Daily – reconcile all monies collected pass information and money to SBM.
Weekly – complete School meals forms to show meals provided (free and paid) and monies collected/unpaid monies balance.
Weekly – monitor for receipt of all due monies.
Weekly – contact parents initially by letter then by telephone to chase any unpaid dinner money.
As and when – ensure the Free School Meal list is up-to-date and accurate at all times.
Termly – complete and return a School Meal Census as at a given date.
Breakfast Club, After school club, trips, charity collections, residentials and Nursery
Daily collection and logging of income.
Daily - reconcile all monies collected pass information to SBM.
Pupils
Annually – update pupil details and during the year as necessary on Sims.net
New pupils – obtain ‘photographic images/internet/trip and minibus’ consent forms and update excel spreadsheet.
As and when – book school photographer. Distribute photographs, collect payment envelopes and send to photographic company.
Update sims.net pupil data with children’s information and photo images.
Produce, reproduce and distribute school/home communications re trips, visitors etc.
General Office Duties
Administration
Provide general administrative support, e.g. reprographics, photocopying, filing, emailing, faxing and completing routine forms and responding to routine correspondence.
Sorting and distributing the internal and external mail.
Provide routine clerical support in relation to the production and distribution of specific materials, e.g. school newsletters, school prospectus, etc.
Organisation
Undertake reception duties, answering routine telephone and face-to-face enquiries and signing visitors in and out.
As first contact ensure promotion of a positive impression of the school when greeting visitors.
Ensure visitors sign in and issue with a Visitor’s badge.
Ensure visitors produce DBS or sign safeguarding form and issue safeguarding information leaflet.
Make arrangements for school trips, visits by the school nurse, photographer, linked schools, parents, etc.
To assist with pupil first aid/welfare duties, looking after sick pupils, liaising with parents/carers and or staff etc.
Working as a team member
Class registers – distributing post/information/memos via class folders.
Resources
Operate office equipment, e.g. photocopier; fax machine etc, and ICT packages (Word Excel Sims.net etc) in accordance with manufacturer’s instructions.
Maintain stock and supplies of resources, cataloguing and distributing as required.
Provide general advice and guidance to staff, pupils and others.
As and when – administration of medicines from parents signed authority.
Book coach hire for transportation of pupils on school trips.
Produce reports for staff for various requirements e.g. SENs, off-site registers, class lists.
Support for the School
Be aware of and comply with school 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 to help ensure everyone has equal access to the services of the school and feels valued, respecting their social, cultural, linguistic, religious and ethnic background.
Contribute to the school ethos, aims and development/improvement plan.
Work as part of a team, appreciating and supporting the role of other people in the team.
Attend and participate in meetings as required.
Undertake personal development through training and other learning activities, including performance management as required.
This is not a comprehensive list of all tasks which may be required of the postholder. It is illustrative of the general nature and level of responsibility of the work to be undertaken, commensurate with the grade.
GENERAL:
This job description is a representative document. Other reasonably similar duties may be allocated from time to time commensurate with the general character of the post and it’s grading.
All staff are responsible for the implementation of the Health and Safety Policy as far as it affects them, colleagues and others who may be affected by their work. The postholder is also expected to monitor the effectiveness of the health and safety arrangements and systems to ensure that appropriate improvements are made where necessary.
To assume appropriate responsibilities that may be required to ensure the smooth running of the office
School has approved a policy on Equal Opportunities in Employment and copies are freely available to all employees.
Prepared by:NameStephanie Tasker
DesignationHeadteacher
DateJune 2017