Education Development Trust

Job description

Job title: Pre-School Office Administrator

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
  • Work in a professional and friendly manner when dealing with parents, staff and pupils.
  • To support the Pre-School Manager, Principal and Business Manager in all school administrative tasks

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:

School Finances

Data input for Medway Council & Grant Funding

Allocations for fee invoicing and credits

Banking; collation, recording and reporting (including voucher payments)

Manage petty cash; recording, reconciliation and reporting

Cash counting and recording monies from fundraising events and fee payments in line with School procedures

Policies and Procedures

Update policies and procedures, ensuring any compliance regulations

Maintain tracker for policies and procedures ensuring update and distribution as required.

Reporting

DfES Annual School Census Return

Admissions and Marketing

Support collation of new intake into rooms

Update and distribute the School Prospectus as required

Maintain the register of Pre-School prospective pupils and actively manage waiting lists ensuring optimum pupil numbers are met

Arrange viewings for prospective parents

Arrange necessary paperwork to be completed by parents including distribution of Acceptance Forms and Welcome packs

Procurement

Ensure value for money when sourcing suppliers

Process school orders from initial input to receipting following the School ordering procedure

Responsible for managing the collation, ordering and receipting of School Stationery

Maintain stationery stock cupboard

Pupil Data

Create weekly and daily class registers from Cold harbour including the whole school register

Maintain pupil database as required ensuring any compliance is met

Data input for new pupils

Maintain database for prospective pupils progressing through to intake ensuring registration details are kept up to date at each stage

Medical

Administer first aid to pupils as and when required recording appropriately

Administer pupil medication as required in line with School policy and procedure

Manage pupil medication in line with School policy and procedure

After School Activities and Clubs

Collation of Ad-Hoc charges for Breakfast Club, After School Club and Holiday Care for invoicing

Update After School Activity Club registers as required

Collate termly After School Activity Club returns and prepare for invoicing. Prepare registers for Club Co-ordinators and Class Teachers and update as required

School Communications

Produce School Calendars for staff and parents

Typing and distribution of general school letters as requested

Compilation, distribution and collation of School Questionnaires

School Events

Support planning and organisation of charity and fundraising events and assist as required

Support planning and organisation of School events, including school photos, and assist as required

General administration duties

Filing;Archiving;Typing general school letters;Produce School Certificates as requested

Receptionist duties

Answer telephone and respond to queries where possible including delivering messages as required

Deal with visitors to the School Office, responding to queries where possible and ensuring compliance with the relevant procedures for visitors to the School.

Arrange hospitality for visitors as requested

Additional responsibilities

First Aider

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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