Job Description
School Administrator
Responsible to / Headteacher
Key Role/ Functions
To provide administrative support for the school office
Specific Duties and Responsibilities
1. General Administration
  • As the front of house member of staff, provide a warm welcome for parents, visitors and colleagues and deal with their requests in an efficient and professional manner
  • Answer the telephone in a friendly, professional and efficient manner and record and pass on messages as appropriate
  • Ensure visitors sign in/out and are provided with a visitor’s badge, maintaining effective safeguarding procedures
  • Ensure the school’s security policy is rigorously enforced
  • Open and distribute the post and undertake all other general post duties
  • Accurately maintain the electronic school diary and update the school information
  • Accurately maintain whole school communications on the school website
  • Communicate with parents and staff
  • Supporting the SLT in reporting and submitting pupil assessment data
  • Undertake filing and photocopying; to assist users with the operation of the photocopier including changing inks and attempting to resolve issues
  • Accept and check deliveries including receiptingthe goods and matching back to the Purchase Orders
  • Oversee the NMPAT music lessons, contracts and SLA
  • Undertake the storage of essential medications, liaise with parents over expiry dates of medicationand oversee the recording of administering of medicines and the accident book
  • Work under the direction of the School Business Manager to ensure that the Senior Leadership Team and all other staff are well supported on a day to day basis
  • Deal with all reasonable requests to the office from children and staff
  • Receive and record receipt of money from parents, as necessary
  • Run DBS checks for staff, governors, volunteers and visitors and ensure they are up to date at all times
  • Be responsible for the maintenance and integrity of the Single Central Record
  • Manage the lettings diary and ensure the necessary hire agreement forms and insurance are in place for all lettings
  • Book Coaches and Educational Visits (including residentials) when requested and provide the School Business Manager with the financial information
  • Undertake additional tasks to enhance reception/office management which the Headteacher might reasonably request
  • Undertake appropriate training to enable the effective carrying out of duties
  • Maintain absolute confidentiality on all school related matters to prevent disclosure of information under the Data Protection Act and on sensitive issues

2. Pupil Data – SIMS
  • Be responsible for the integrity of SIMS.Net systems at the school ensuring all pupil data is up to date
  • Run the Pupil Census’ and Workforce Census’in accordance with the return dates
  • Check the registers twice daily for any missing children and chase up accordingly
  • Maintain weekly attendance records
  • Be responsible for all new admissions/leavers including the sending and receiving of CTF files and ensure that the schools systems are updated accordingly
  • Ensure all parents of new starters are given all the necessary information and support
  • Provide attendance reports for the Head Teacher upon request
  • Liaise with the LA, on all pupil data, as and when required
  • Send data returns as and when required
  • Monitor attendance and support the Head Teacher with ensuring children are in school
  • Maintain the integrity of the ParentPay and ParentMail systems, and ensure that all new admissions are uploaded
  • Handle the administration and monitoring of free school meals, fruit and milk

3. Financial – FMS
  • Ensure all requisition forms are authorised
  • Place orders with suppliers including the raising of Purchase Orders
  • Monitoring and chasing any back orders
  • Process invoices/credit notes as received and chase suppliers for missing documents
  • Liaise with suppliers regarding invoice queries
  • Support the School Business Manager with payment runs as required

4. General
The School Administrator may be called upon to perform other duties that the Headteacher considers reasonable, that are commensurate with the grading and designation of the post
Signed ………………………………………………......
Headteacher......
Date......

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Job Description – School Administrator – April 2017