Mission Statement

As a learning community, in association with parents and local partners, we will secure appropriate opportunities for each of us to maximise our abilities, enabling us all to realise our potential. We will thereby, enrich our own lives and the life of the community.

SALARY/GRADE:Grade 5

ACCOUNTABLE TO:Governing Body/The Leadership Team

IMMEDIATE SUPERVISOR:Associate Manager Student Services (Administration and Pastoral)

OTHER LINE MANAGERS:Deputy Head Teacher

IMMEDIATE SUBORDINATES:None

HOURS OF DUTY:20Hours per week / Term Time Only plus3 days

NORMAL WORKING PATTERN:8.00to 12.00

TOTAL HOURS PER WEEK20 Hours per Week

TOTAL CONTRACTED HOURS20 Hours per Week

ANY SPECIAL CONDITIONS OFAnnual leave MUST be taken during

SERVICE:period of school closure

PURPOSE OF THE JOB:To provide a first class reception service with a strong focus on customer care.

To represent the school as a first point of contact

To assist in the provision of a full range of administration duties to support the work of the Associate Manager for Administration.

To provide support to ML Faculty

RELATIONSHIPS:Senior Leadership, staff, pupils and Governing Body.

The success of our service delivery is based firmly on mutual support and team work and this is reflected of the cross-over of some duties from time to time.

RESPONSIBILITIES & DUTIES:

Specific:

Front Line Duties:

  • To represent the school as our first point of contact, ensuring a professional approach and image is portrayed at all times.
  • To be the main operator of the school’s switchboard ensuring calls are answered promptly and calls directed to the appropriate personnel.
  • To ensure that all relevant information is passed to the appropriate personnel in a timely manner.
  • To ensure regular checks of the school’s voice mail messaging system and ensure they are passed to the appropriate person in a timely manner.
  • To accrue a sound knowledge base of school policies and practice to enable efficient and effective solutions to questions, queries, issues and complaints, ensuring relevant and appropriate personnel are involved.
  • To liaise with staff, parents, Local Authority and External Agencies where appropriate.
  • To exercise interpersonal skills of tact and resourcefulness to ensure successful outcomes to issue or problems.
  • To operate the school security gate procedures in line with guidelines laid down.
  • To contribute to the monitoring of the CCTV cameras which are sited in the school office.
  • To provide a hospitality service for guests and visitors to the school.

Administration:

  • To be responsible for opening and distribution of incoming mail
    To be jointly responsible for the monitoring of confiscated item register ensuring procedures and policies are adhered to
  • To assist in the sales of school uniform and to assist in the stock taking for such items.
  • To assist in the administration for Senior Staff Detentions
  • To assist in the administration for Late procedure sanctions
  • To undertake photocopying and fax duties
  • To undertake collation and distribution of documentation for students and staff
  • To undertake filing duties

Student Services / Pastoral:

  • To be a Designated First Aider and hold a statutory certificate.
  • To keep abreast of procedures and practices to ensure safe and approved practices is carried out.
  • To exercise care and / or motivational skills in dealing with students who may often be in an anxious or distressed state.
  • To assist in the management of pupil movement during lesson times to include:-
    sound knowledge of school polices and practice in relation to behaviour managementand rewards and sanctions
    ensuring authorisation is provided by the students for absence from lessons
    making knowledgeable judgement calls as to excuses provided (by students) and action to be taken (by post holder).
  • To assist in the management of control of student absence by:-
    assessing the needs of “sick” students and obtaining authorisation in instances where they are to be sent home.
    ensuring accurate information is passed to Student Services Administrator concerning students going home ‘sick’
    ensuring accurate information is passed to Student Services Administrator in relation to students signing in and out in relation to medical appointments
    ensuring requests to leave school for appointments are authentic / accurate and are passed to Student Services Administrator
    ensuring communication flows from general office to appropriate personnel in relation to students leaving school out of normal opening hours.
  • To undertake examination invigilation duties having due regards to school procedures and national policy.
  • To supervise students during fire drills, as outlined in school policy and procedures.
  • To monitor and register the use of toilets in lesson time and ensure safe keeping of passes.

MFL Administration Support

  • To prepare materials for lessons to support and enhance teaching and learning,
  • To ensure the safe and appropriate storage of consumables and equipment.
  • To ensure the safe and appropriate disposal of consumables in and environmentally friendly manner.
  • To prepare and set up equipment and visual aids to aid teaching and learning.
  • To assist in the recording and upkeep of faculty Inventories.
  • To undertake control of stock.
  • To assist the ordering of resources within the faculty.
  • To assist in checking the delivery of ordered goods for the faculty.
  • To undertake housekeeping of storerooms, this will include the movement of stock between storerooms and must be carried out with adherence to prepared risk assessment control measures.
  • To undertake, where appropriate, the upkeep of maintenance registers.
  • To undertake minor equipment repair (within the post holder’s capabilities).
  • To be responsible for the collection of monies, keeping accurate records, balancing and forwarding to the Business & Resource Team for banking, in a timely manner.
  • To undertake collation and distribution of documentation for students and staff.
  • To prepare, provide and check documentation in relation to Educational Visits adhering to policy and practice.
  • When required to accompany an educational visit, to undertake supervision of students as directed by the party leader.
  • To undertake filing duties.

Health & Safety

  • To complete all training briefs which are issued as part of our H & S awareness programme in a timely manner.
  • To ensure you are responsible for your own health & safety and that of others within the school environment.
  • To assist with regular health & safety checks on equipment and furniture within your working area.
  • To be responsible for neatness and tidiness of your working area.

Other:

  • To support with the production of display areas.
  • To attend and be prepared for relevant meetings.
  • To be aware of and support whole school policies, practice, procedures and issues, with particular regards to Safeguarding and Data Protection.
  • To participate in training and other learning activities, including sharing of good practice and participation in internal training sessions, as a commitment to the Investors in People National Standards.
  • To undertake such other duties and responsibilities of an equivalent nature, as may be determined by the Head Teacher or nominated representative (in conjunction with the post holder).
  • Adherence to staff code of conduct.

Control of Resources:

Computer equipment and software

Specialised equipment and software

Stationery and Consumables

Review Arrangements

Prepared by Theresa Butterworth – May 2017