JOB DESCRIPTION – ADMINISTRATION ASSISTANT

BOWERGROVESCHOOL

Date:January 2016

Post Held:Administration Assistant(Kent Range KR3)

(Hours worked: 27 ½ hours per week term time only)

Purpose of Job

To provide an effective and sensitive administrative service to support the Office Manager, Business Manager, Leadership Team and Headteacher as well as other members of the school.

Principle Accountabilities

  • To undertake reception duties, both over the telephone and initial dealing with visitors.
  • To record and file messages and deliver urgent messages to staff or pupils.
  • To maintain the photocopier and Risograph, re-filling with paper on a daily basis and re-ordering stock as and when necessary as well as contacting the engineers when required.
  • To be responsible for pupils’ confidential files and filing.
  • To be responsible for the outgoing post. To take parcels and large packets to the Post Office as and when necessary. Ensure that an adequate supply of stamps is maintained within the office and re-order when necessary.
  • To be responsible for the ordering and selling of school sweatshirts, book bags and PE bags. To ensure an adequate level of stock is maintained at all times.
  • To deal with visiting book sellers, collect money from staff and distribute books when they arrive.
  • To be responsible for the admin stock cupboard, keeping it tidy and re-ordering supplies as necessary.
  • Dealing annually with the school photographer, distributing pupil & staff photographs, updating pupil and staff photos on the boards.
  • To photocopy letters to parents and newsletters as required and distribute to classes for parents
  • To input data into the Sleuth behaviour management system.
  • To manage and administer the school’s Facebook page on a daily basis.
  • To be responsible for the notice boards in the staffroom, removing out of date information when appropriate.
  • To type pupil Pen Portraits when required.
  • To type and distribute SEAL prompts.
  • To assist with typing and distributing staff meeting dates, rotas and forms (e.g. assembly rotas, minibus booking sheets).
  • To deal with the Staff Social Club monies and keeping records of payments.
  • To undertake general typing for staff as required (all work to be received via the Officer Manager).
  • To assist the Office Manager with the promotion of pupil records at the end of the summer term.
  • To undertake confidential and child protection filing for the Deputy Headteacher.
  • To undertake general administration duties as requested by the leadership team or administration team to include filing, typing, photocopying and shredding.
  • To cover for administration staff absence when necessary.
  • To undertake First Aid throughout the school when required.

The job description is to be reviewed on an annual basis through a professional dialogue of the appraisal process with the Office Manager. In addition, it may be amended at any time after consultation with the Office Manager or Head Teacher.

Signed: ………………………………………………….Date: ………………………..

Signed: …………………………………………………..Date: ………………………

(Headteacher)