Education Development Trust
Job description
Job title: Office Administrator (Previous role Office Administrator – Business Managers Office)
Group: Schools & Nurseries
Dept/Project/Service: St. Andrew’s School
Reports to: Business Manager
Job Purpose:
§ Diligently and professionally support all administrative processes to facilitate the effective running of a busy school office.
§ To support the Principal and Business Manager in all school administrative tasks
§ Work in a professional and friendly manner when dealing with parents, staff and pupils.
§ To offer PA support to Principal as required
Scope:
§ To promote and support the School Aims
§ To share in the corporate responsibility for the well-being of all pupils
§ Work as part of the Administration Team promoting good morale
§ Objectives are indicative of responsibilities but not exhaustive of role requirements and administrators may be called upon to perform other duties that are considered reasonable and commensurate with post.
Grade:
Job objectives:
Receptionist duties (To be undertaken when School Receptionist & Administrator is unavailable and during busy periods in the School Office)
§ Answer telephones; respond to queries; delivering messages as required.
§ Deal with visitors to the School Office ensuring compliance with the relevant procedures for visitors to the School.
§ Book teacher appointments in diary
§ Arrange hospitality for visitors as requested
First Aid duties (To be undertaken when School Receptionist & Administrator is unavailable and during busy periods in the School Office)
§ Administer first aid to pupils as and when required recording appropriately
§ Administer pupil medication as required in line with School policy and procedure
Policies and Procedures
§ Maintain tracker for policies and procedures ensuring update and distribution as required.
§ Upload documents to ISI Website and School Website where appropriate
Reporting
§ ISA Reporting and update of annual information
§ DfE annual census reporting
After School Activities and Holiday Care
§ Collate registers for Holiday Care and distribute to staff, including ad hoc up dates.
§ Produce lists for invoicing purpose
Procurement
§ New Supplier requests
§ Process school orders from initial input to receipting following the School ordering procedure ensuring
§ Ensure value for money when sourcing suppliers
School Communications
§ Distribution and collation of School Questionnaires
§ Relay relevant documents to ICT coordinator for upload onto Website
School Events
§ Take lead in planning and organisation for School events as requested by the Principal.
(may include Prize-Giving, Parents’ Evenings, Principals’ Forum Meetings, Governors’ Meetings)
Archiving
§ Proactively organise the archiving area designated for the School Office and Business Managers Office.
§ Organise confidential data destruction as required.
§ Annual archiving of financial documents
§ Work with School Admin Assistant to archive pupil files
General administration duties
§ Manage the Principals’ diaries
§ Minute taker as requested
§ Organise travel and venue bookings for staff as requested
§ Maintain records for work experience placements, distributing paperwork, recording returns and actively chase non-returns as required
§ Download termly School registers
§ Recording complaints in line with policy requirements
§ Filing; Photocopying; Laminating
§ Typing and distribution of general school letters as requested; Production of School Certificates as requested
§ Travel booking as requested
Additional responsibilities
First Aider
Fire Warden
Safeguarding:
At St. Andrew’s School, we place the safety and welfare of our pupils at the centre of all our activities. The safeguarding of pupils underpins the School’s values and is fully embraced by all staff.
Education Development Trust is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.
Person Specification
The person specification shows the abilities and skills you will need to carry out the duties in the job description. Short listing is carried out on the basis of how well you meet the requirements of the person specification. You should mention any experience you have had which shows how you could meet these requirements when you fill in your application form. If you are selected for interview you may be asked also to undertake practical tests to cover the skills and abilities shown below:
Qualification or Training
Essential:
GCSE level C or equivalent in English and Math
Desirable:
Qualification in Excel and Word
First Aid Qualification
Knowledge and Experience
Essential:
Previous experience of working in an office
Advanced knowledge of Word and Excel
Desirable:
Previous experience of working in a school office
Knowledge and use of MIS systems
Previous experience of accounting / HR systems
Skills
Essential:
Ability to work proactively manage workload meeting deadlines given
Excellent communication skills
Meticulous attention to detail when data inputting and ability to check details entered
Ability to produce reports and organise data for reporting
Ability to work in a professional friendly manner
Understanding importance of dealing with confidential information
Desirable:
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