Job Description: School Secretary/ Administrator Grade: Kent Range 5

Hours: 37 per week (8.30am to 4.30pm with 30 min lunch break)

Term time only plus 1 week in school holidays

  1. Act as first point of contact for all visitors to the school, checking their identity and DBS certificates, handing out visitor lanyards andhandbooks and at all times promoting a positive image of the school.
  1. Distribute class registers to monitors with any communication slips received from parents. Update SIMS with lateness, illness etc. Contact parent if pupil not in school without an explanation.
  1. Distribute letters to parents for outstanding dinner money.
  1. Providea secretarial service to the school involving typing, checking emails, diary management, distribution of post, filing, dealing with telephone calls, ensuring well-presented and accurate correspondence, reports and other documentation.
  1. Update and maintain pupil records on SIMS database to ensure accurate recording and retrieval of information relating to pupils and their attendance. Ensure sensitive information is secure and confidential. Statutory returns/ school census to be prepared and submitted.
  1. To monitor attendance and work with individual students and families regarding strategies to improve attendance/punctuality-ensuring records are kept and feedback provided to the Headteacher and other staff as appropriate.
  1. Collate and monitor applications for admissions, including new intake of pupils; provide prospective parents with information on the school; enter new intake onto the pupil’s database.
  1. Maintain and update the school’s waiting list.
  1. Complete relevant forms for pupils leaving the school; update the pupil database; and send pupil files and record cards to the relevant new primary / secondary schools.
  1. Monitor and maintain office equipment levels, school uniform and house keeping
  1. Administer medicines and first aid to pupils as appropriate and maintain records.
  1. Prepare the weekly newsletter, send to parents by email and upload to school website.
  1. Update the school website and school signage with school calendar dates, photographs and school news etc.
  1. Update the school prospectus annually.
  1. Use and manage Home Connect to communicate with parents by electronic means.
  1. Administer the school clubs, advise parents, collect permission slips, update registers.
  1. Arrange transport for a range of school activities including school journey, class outings, swimming and cycling.
  1. Administer whole school events e.g. class photographs, Christmas cards, parents evenings, book fairs

and school visits from educational providers e.g. theatrical production companies

  1. Update staff absence spreadsheet when staff are absent with sickness, courses and supply cover etc.
  1. Book supply teachers, check their identity on arrival and DBS checks, and update Single CentralRecord.