GodintonPrimary School

JOB DESCRIPTION

POST:Administrative Assistant

NAME:

RESPONSIBLE TO:Senior Office Administrator then Headteacher

DATE APPOINTED:

JOB SUMMARY

To provide clerical and administrative support to the school under the direction or instruction of senior staff, in order to ensure efficiency and effectiveness within the school office.

PRINCIPAL DUTIES AND RESPONSIBILITIES
  1. To complete a full range of administrative/secretarial duties, including filing, photocopying, shredding and word processing.
  2. Update manual and computerised records/management information systems ensuring that information is kept confidentially and is accurate and readily available. Using SIMS effectively.
  3. To ensure good regard for data protection measures.

Communication Duties

  1. To be a first point of contact in the school office, welcoming visitors, dealing with parent queries and selling uniform.
  2. To answer the telephone and deal with the enquiries received.
  3. To contact parents as required for the collection of sick children.
  4. Locate children and staff in the school when required and pass to staff as appropriate, urgent messages.
  5. To update the school website as required.
  6. Use the Parentmail system when instructed, to communicate with parents.

Timetabling Responsibilities

  1. To work in conjunction with other office staff to co-ordinate the school diary and to draw up ‘diary date’ information to be distributed to staff. To maintain the diary board in the staff room. To update online school diaries.
  2. To co-ordinate the extra-curricular clubs at Godinton Primary School. This will include constructing the club timetable and distributing this as required, and drawing up and sending out the permission letters for each club.

Financial Duties

  1. To count all money which comes into the school for such things as charitable collections, the school’s Breakfast Club and trip payments.
  2. To prepare monies for banking and to deposit money at the bank on a weekly basis, more frequently if required.

Stock Control Duties

  1. To collect and collate the class orders for books, paper etc. and pass information onto colleagues for ordering.
  2. To check off stock deliveries and deliver stock to classrooms, photocopying room and other store rooms. Maintain the stock and general tidiness of the stock cupboard.
  3. To order, replenish and check off all school uniform items which are sold through the school office.

General Duties

  1. Mail and postal duties
  2. To collate SATs papers at the end of the testing period. Ensuring safe storage of any test papers arriving in school.
  3. Process applications for those who wish to work in the school on a voluntary basis. Once the Deputy Head or other member of the SLT has approved a volunteer helper, the post holder will gather references and canvas members of staff to identify where volunteer helpers can be best employed and liaise with the HR Manager who will complete the induction.
  4. To act as a first aider within the school and administer first aid and medicines to children and adults as required, completing the required training where required.

Additional Duties

  1. To carry out duties in accordance with the school's policies.
  2. To be aware of and comply with policies and procedures relating to child protection, health and safety, security and confidentiality, reporting all concerns to an appropriate person to ensure pupils’ well-being.
  3. To undertake training and other learning activities and attend relevant meetings (within contracted hours) as required to ensure own continuing professional development.

This job description describes in general terms the normal duties which the post holder will be expected to undertake. However, the job description or the duties contained therein may vary or be amended from time to time without changing the level of responsibility associated with the post.

Signed:______POSTHOLDER Date:

Signed:______HEADTEACHER Date: