West Exe School,Administrative Assistant

JOB DESCRIPTION

JOB TITLE: Administrative Assistant

GRADE: Grade C

LINE MANAGED BY:Senior Leadership Assistant

This job description is not a comprehensive definition of the post. Discussions will take place on a regular basis to clarify individual responsibilities within the general framework and character of the post as identified below. The holder is expected to carry out the professional duties of the post as circumstances may require, under the reasonable direction of the Headteacher.

Job Purpose:

Providing secretarial, clerical and administrative support to Departments and School staff.
Provide administrative support to the Senior Leadership Team and Senior Leadership Assistant.
Provide cover for the School Receptionists, including welcoming visitors to the School, answering the telephone and when appropriate, redirecting calls to the appropriate department / officer.

Units of Responsibility

Administrative Support:

Assist Departments in maintaining an inventory of resources, ensuring it is kept up to date and available for inspection if requested.
Administrative support, to include:
Support the Headteacher and school staff by carrying out administrative and organisational processes as required;
Providing general clerical support, including photocopying, completing standard forms, daily filing and responding to routine correspondence;
Responsibility for maintaining student files, including the archiving and disposal of Year 12 student files and the creation of Year 7 students files.

Complete the daily post run, collecting internal and external post from designated points in the School.
Updating staff pigeon holes with leavers and new starters.
Provide departmental administrative support.
Produce relevant reports and documents.
Compile and post the daily student / staff bulletin.
Assist the Senior Leadership Assistant with the coordination of school activities and events.

Reception Cover:

Provide cover for the School Receptionists, includes:
Answer the telephone, screen and direct calls;
Take and relay messages, deal with queries and provide factual information to callers and e-mailers as required;
Operating standard office equipment, e.g. photocopier;
Distribution of incoming mail;
Organisation of external mail;
Take delivery of post and parcels, and if appropriate, arrange for onward delivery to the appropriate department;
Administrative support for the School;
Ensuring that face to face enquiries from visitors, parents, staff and pupils are dealt with appropriately;
Welcome visitors to the School, ensuring security procedures are followed.

Ensure the reception area presents a professional and welcoming image to all callers.
Provide general administrative and clerical support to the School, including preparing letters and documents and data input.
Deal tactfully and diplomatically with students, staff and members of the general public.
Complete handover with member of staff from the facilities management team, providing details of visitors who are still located in the school attending clubs or using the letting facilities.

Resources Room Cover:

Provide school printing work, including booklets, worksheets, exam papers, letters to parents etc.

Operation of print room copiers and as required additional copiers located around the School.
General stock control duties as required, including the receipt of School deliveries and distribution.

Exam Invigilation:

Support the administration of coursework and examinations, including providing invigilation for examinations.

Additional Responsibilities:

Responsibility for organising and purchasing gifts and cards to mark staff occasions.
Attend staff forums as required.
Ensure the safeguarding and welfare of students in the School.
Attend appropriate professional learning sessions.

Performance Management

Your annual performance review is based on this overall job description and with particular emphasis on your individual annual targets. These are set in discussion with your line manager.

Hours of Work

8.30 – 4.30 (30 minutes lunch break) = 7.5hrs per day x 5 x 39 week = 1462.50hpa

Some flexibility on working times may be required to ensure sufficient cover is available during periods of staff absence or to meet School requirements.

Performance Management

Your annual performance review is based on this overall job description and with particular emphasis on your individual annual targets. These are set in discussion with your line manager.

Person Specification

The person specification is related to the requirements of the post as determined by the job description. Short-listing is carried out on the basis of how well you meet the requirements of the person specification. You should refer to these requirements when completing your application.

Attributes / Description / Essential / Desirable
Education and Training / GCSE Grade C or above in English and Mathematics or equivalent qualification / 
Willingness to participate in other development and training opportunities / 
Completion of ECDL training / 
Skills and Knowledge / Excellent interpersonal skills / 
Excellent organisations skills / 
Ability to work on own initiative / 
A good knowledge of ICT and its application / 
Ability to self-evaluate learning needs and actively seek learning opportunities / 
Excellent communication skills, both oral and written / 
The ability to gain the confidence and respect of students, staff, parents and external organisations / 
Ability to manage own time / 
Maintain confidentiality and manage issues with sensitivity / 
Excellent time management skills, ability to set and keep to deadlines / 
Flexibility and the ability to work under pressure and to meet deadlines / 
Excellent standard of grammar, punctuation and spelling / 
Experience / Experience of using SIMS / 
Experience of working in an administrative role / 
Other / A commitment to equal opportunities / 
Maintains high professional standards / 
Commitment to being involved in the wider life of the College through participation in extra-curricular activities. / 

NOTE:

As this post meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Criminal Records Bureau before the appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions. A criminal record will not necessarily be a bar to appointment