School Office and Student Support

Job Description:

School Office and Student Support

Quinton House School, Northampton

Reporting to: The Headteacher.

Hours: 8am – 5pm Monday to Friday during term time, 9am-4pm during the school holidays, FULL TIME. 52 weeks a year contract.

Main Duties: To be a point of contact for students and parents. To assist with the administrative function of Senior School to support effective teaching and provide effective communications between school and home. To cover reception area and deal with all incoming and outgoing calls and mail. To work closely with the Headteacher and the Headteacher’s PA and assist when necessary.

Key Responsibilities:

·  Cover reception duties, to include incoming telephone calls, incoming emails, post distribution and franking, deliveries and visitors.

·  Supervise ‘Breakfast Club’ in Senior School. 8am-8.40am during term time.

·  Manage SIMS and pupil/parent data for Senior School including AM and PM registrations.

·  Producing attendance reports for analysis.

·  Maintaining and managing student files.

·  Monitor absence line.

·  Manage parent communications including parent mail system.

·  Manage the administrative and reprographic needs of teaching staff and the leadership team.

·  Maintain Senior School stationery supplies.

·  Liaise with School nurse department to oversee the Senior School vaccinations.

·  Assist with the smooth running of school photographs in the Senior School.

·  Assisting with the collation and posting out the half termly assessment reports for the Senior School.

·  First aider for Senior School.

·  Work closely with and support the Headteacher’s PA.

·  Manage the purchase order system for Senior School, including the collation and data input onto the management area of all invoices from Junior School and Marketing.

·  Liaise with Head Office and suppliers to resolve queries.

·  Assist School Business Manager with maintaining SIMS staff data including absences and return to work forms.

·  Taking part in the interview process for new staff as and when required.

·  Maintaining and managing HR records on staff files.

·  Undertake additional tasks and responsibilities commensurate with the role as requested by the Headteacher.

Person Specification:

KEY CRITERIA / ESSENTIAL / DESIRABLE
Qualifications and Training / GCSE (grade C or above) or equivalent in English and Mathematics / Secretarial and Administrative qualifications
First Aid qualification (training will be provided)
Competence Summary
(Knowledge, abilities, skills, experience) / Solid background in Secretarial/Administration and database.
Very good working knowledge of Word and Excel
Ability to work without direct supervision on own initiative
Excellent front of house skills / Experience of SIMS MIS system
Experience in a school/secretarial environment
Sense of humour
Positive attitude
Adaptable
Work-related Personal Requirements / Excellent organisational skills
Diplomacy, tact and ability to maintain confidentiality
Flexible and reliable
Calm under pressure
Accuracy and attention to detail
Ability to communicate with a range of people, including other employees within the school, governors, pupils and parents
Ability to prioritise
Supportive of the school’s aims
Other Work Requirements / Compliance with all school policies

The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes in to contact will be to adhere to and ensure compliance with the relevant Cognita Education Safeguarding Policy (including Child Protection Procedures) at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that the child is suffering or likely to suffer significant harm either at school or at home s/he must report any concerns to the School’s Child Protection Officer or to the Head or indeed to the Regional CEO so that a referral can be made accordingly to the relevant third party services.

Any issues arising from references will be discussed at interview.

Signed:…………………………………………………..(Headteacher) Date:…………………………

Signed:…………………………………………………..(Staff member) Date:……………………….