Job Description for Reprographics Administrator

Job description for Reprographics Administrator

Grade 4

25 hours per week – 9.00am – 2.00pm Monday to Friday

Term Time only plus 5 Inset Days

JOB DESCRIPTION – Reprographics Administrator
JOB PURPOSE:
The post holder will manage the reprographics at the school. The role will involve working with staff at all levels and some student contact. The post holder will be expected to organise, schedule and prioritise their own work and be a member of the Operations Team. This will involve taking on administrative responsibilities as required. The post holder will report to the Operations and Marketing Manager. The job holder will also be required to manage the stationery requirements of the school and also manage the uniform shop on Monday, Wednesday and Friday from 1.15pm-1.45pm. Reception cover required one lunchtime a week.
OBJECTIVES:
·  To support the teaching and learning by providing reprographics requirements in a timely and efficient manner.
·  To maintain all associated records with the aforementioned.
·  To ensure the stationery requirements of the school are managed
·  To ensure the uniform shop is managed including the stock and banking
KEY TASKS:
·  To provide an efficient reprographic service, including photocopying, designing, laminating and book binding using booklet maker.
·  To prioritise day-to-day workload of Resource Department and determine urgent work.
·  To liaise with teachers, support staff, students and external customers to ensure that their reprographic needs are met.
·  To obtain and order the best value for all of the consumables for the photocopiers and department as required and ensure sufficient consumables are available to meet the urgent demand from the Leadership Team.
·  To ensure timely and accurate design, preparation and use of specialist equipment/resource materials e.g. designing certificates, booklets and postcards for departments.
·  To have oversight of copyright rules and guidelines.
·  To produce and update a variety of documents, including Newsletters, Diaries, Student and Staff planners, Departmental Booklets, Programmes, Hand-outs, Bulletins.
·  To undertake basic maintenance of reprographic equipment and organise its servicing and repair as required and in accordance with manufacturer’s
instructions.
·  To report machine faults to the supplier.
·  To be responsible for maintaining records for external and internal requests for reprographics and provide the Finance Department with monthly usage figures.
·  Store and maintain manual and computerised files for retrieval as required.
·  To maintain records of departmental use and provide details to Finance Department so that curriculum departments can be charged accordingly.
·  To provide specialist advice and guidance as required.
·  Other duties as required (including post, stock control system and inventory management, general administration, uniform shop and stationery ordering)
ADDITIONAL DUTIES
·  General administrative tasks as required.
·  Keeping up to date and complying with policies and procedures relating to:
-  Child Protection
-  Health and Safety
-  Confidentiality and Data Protection
-  Behaviour
·  Recognising different needs and ensuring that all students have equal opportunities to learn and develop
·  Contributing to the overall ethos and aims of the school.
·  Reception cover.
OUTCOMES
The outcomes associated with the specific role are:
·  Effective communication
·  A proactive approach to meeting the needs of stakeholders
·  An individual and team belief in continuous improvement that is evidence through activity
·  Planned and coordinated work schedules
·  An ethos where problems are minimised and managed
·  Effective teamwork where everyone is treated with dignity and respect
Experience/Expertise
·  Strong IT skills including Microsoft Office applications, Outlook, Explorer
·  Good at prioritising
·  Excellent communications skills (written and verbal)
·  A good grasp of the English language (spelling and grammar)
·  Keen attention to detail
·  The ability to show initiative
·  The ability to stay calm under pressure
·  Excellent organisational skills
·  The ability to prioritise and be flexible
·  Good team working skills
·  An enthusiastic and confident nature
·  Trustworthiness
·  Customer facing
ACCOUNTABILITY: This position is accountable to the Operations and Marketing Manager.