Administration Assistant

Contract Details:

13 hpw; Tuesday and Wednesday during school office hours of 08:30-15:30 (with half an hour for lunch).

This role is term-time only, 38 weeks a year.

Hollesley and Waldringfield Primary Schools are two inclusive schools where individuals are welcomed and celebrated. Both schools pride themselves on being small, family orientated schools with high expectations for both learning and behaviour. We can offer: a nurturing and caring place to work

delightful children

a commitment to your professional development and wellbeing,

enthusiastic, friendly, committed and supportive staff.

varied and exciting work days!

The person that we are looking for needs to be:

Reliable and punctual

Motivated, enthusiastic and willing to learn Friendly, professional and hard working

This post will be reporting directly to the Headteacher and Office Managers and will be based at Hollesley Primary School The successful candidate will provide a high quality, professional service on the school reception, and within the school administration team, complete reception duties efficiently and provide a professional and positive welcome to all visitors, students and staff at Hollesley Primary School.. Overview To work as part of the team to help ensure the smooth running of administration support within the school office. This post requires a person willing to learn and develop a good knowledge of organisation, policies and procedures and will include ad hoc duties requiring initiative. The post holder will be supported to organise their own workload and will be expected to respond to unanticipated problems and situations. The post will report to the a member of the School Senior Leadership Team/School Business Manager/Senior Administrator

Duties

Examples of the role and responsibility of a similar level may be undertaken and are not excluded simply because they are not itemised.

1. FIRST POINT OF CONTACT

Act as a friendly and professional first point of contact for visitors and carry out security and safeguarding procedures, ensuring that all visitors sign in and out and are issued with ID badges.

Notify appropriate member(s) of staff of the arrival of visitors. Ensure that visitors do not enter the main school building without an escort, unless this has been authorised by the person they are visiting. Ensure appropriate safeguarding / risk assessment checks are in place.

Act as the central information and communication point with regard to queries and requests for information from parents and other individuals / organisations.

Control pupils’ signing in and out during school hours

Take delivery of items. Arrange for return of items as requested

Make, receive and redirect telephone calls, including voicemail and email communications. Take messages and ensure that these are passed on as quickly as possible.

Add events to the school calendar.

1. FINANCE (where applicable to the role)

Receive and process monies and issue of receipts in accordance with procedures.

Support the Business Manager to chase late orders.

Ensure the proper collection, reconciliation and banking of any monies received by the school in accordance with the schools’ procedures.

Operate the schools’ system and procedures with regard to school meals, including collecting money / chasing debts and promoting the uptake of free school meals. Inform the Business Manager and Headteacher promptly in the event of prolonged and / or persistent non-payment.

Assist the Business Manager in other financial duties and processes as required

1. OFFICE ADMINISTRATION

Open general incoming post and communications to the school’s generic email. Forward named correspondence and email messages to the addressee. Deal with routine general items and refer more complex issues as appropriate.

Manage and update the school diary including:

School trips, visits and other events

Governors’ meetings

School lettings

Parents’ evenings

Staff meetings

Contractors’ visits

Visits by LA representatives and other external agencies

Visits by prospective parents

Assist with the administration of the school’s pupil registration process including:

Recording pupil attendance information in accordance with the school’s systems and procedures;

First day calling

Notifying the Business Manager / Headteacher in the event of unexplained pupil absence if contact cannot be made with parents / carers

Provide an administrative support service to the Catering staff including:

Numbers for school meals / packed lunches

Reconciliation of dinner money received to uptake of meals using the school MIS system

Taking delivery of provisions as instructed

Assist with administration of trips and visits, school clubs and other activities. Receive, check and record monies in relation to school trips and miscellaneous income in accordance with the schools’ procedures. Book transport as required.

Despatch information to parents / carers in accordance with agreed deadlines including:

Annual pupil information update forms

Home / School agreements

Letters

Information regarding trips / visits / school events

Other items as requested by the Headteacher, Business Manager or other members of the Teaching staff.

Update communication platforms - website, Facebook and school apps

Assist with administration of trips and visits, school clubs and other activities. Assist in provision of an administrative service for pupil admissions / transfers i.e:

Prepare induction packs as required.

Liaise with previous / future schools to arrange transfer of pupil records.

Enter information into the Arbor system in accordance with the schools’ procedures.

Assist in the maintenance, store and transfer pupil records as requested by the Business Manager or Headteacher.

Assist with year end archiving.

Assist with the administrative arrangements and procedures with regard to after school clubs and other activities.

Assist in preparation, editing and distribution of the school newsletter, prospectus and policies.

Assist with the preparation of routine reports using the Trust and schools’ systems and procedures, as directed by the Business Manager/Office Manager.

1. GENERAL ADMINISTRATION

Liaise with staff colleagues across the Trust to:

Exchange information

Share ideas and best practice

Co-ordinate activities and systems wherever appropriate

Avoid duplication of tasks and activities wherever possible

Maximise opportunities to increase efficiency and reduce costs

Promote and strengthen good working relationships

Monitor stocks of office stationery and other supplies and replenish stocks as required in accordance with agreed stock levels and procedures.

Assist with day-to-day management of lost property.

Actively contribute to and promote the overall ethos / work aims of the School.

Attend and participate in staff meetings as required, and at School INSET development days.

Participate in training and other learning activities and performance development as required.

Maintain consistent high standards of professional conduct, tact and diplomacy at all times in dealings with parents / staff colleagues and all visitors to the school.

Maintain absolute confidentiality and exercise discretion with regard to staff / pupil information and the school’s business at all times.

Act as an ambassador for the school within the local community and beyond, ensuring that the ethos of the school is promoted and supported at all times.

Undertake any reasonable tasks as requested which fall within the scope of the job grade.

1. SAFEGUARDING

The School is committed to safeguarding and promoting the welfare of children and young persons at all times. The post holder, under the guidance of the Headteacher will be responsible for promoting and safeguarding the welfare of all children with whom he/she comes into contact, in accordance with the school’s Safeguarding policies. The post holder is required to obtain a satisfactory Enhanced Disclosure from the Disclosure and Barring Service (DBS).

1. GENERAL

Actively contribute to and promote the overall ethos / work aims of the school.

Participate in training and other learning activities and performance development as required.

Maintain consistent high standards of professional conduct, tact and diplomacy at all times in dealings with parents / staff colleagues and all visitors to the school.

Maintain absolute confidentiality and exercise discretion with regard to staff / pupil information and the school’s business at all times.

Undertake any other reasonable tasks and responsibilities as requested by the Headteacher and governors which fall within the scope of the post.

To monitor and update the school online calendar.

To assist with the preparation and maintenance of the manual and computerised pupil data records including attendance details.

To keep up to date with school visits

To assist with the school census returns.

To assist with the administration of first aid to pupils as required, in keeping with school’s policy.

To liaise with parents regarding pupils’ sickness/injury.

To assist with visits from the school nurse, dentist etc.

To assist with the general welfare of pupils.

To comply with individual responsibilities, in accordance with the role, for health and safety in the workplace.

Ensure that all duties and services provided are in accordance with the School’s Equal Opportunities Policy.

The Governing Body is committed to safeguarding and promoting the welfare of children and young people and expects staff to share in this commitment.

This job description is neither exclusive nor exhaustive, but sets out the main expectations of the school in relation to the post holder’s professional responsibilities and duties. The duties listed above are examples of duties at this level and other duties or a similar level/nature may be undertaken by individuals and are not excluded simply because they are not itemised. We are excited to welcome a new member to our dedicated and supportive team. If you are ready to collaborate with like-minded professionals and contribute to a thriving learning environment, we look forward to hearing from you. For further details, or to arrange an initial discussion with the Headteacher, please contact: office@hollesleyprimary.co.uk or phone via 01394 411616 (Hollesley) Please also see our website - www.hollesleyprimary.co.uk

ASSET Education is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020. The successful candidate will have to meet the requirements of the job description and will be subject to pre-employment checks including an enhanced Disclosure and Barring Service (DBS) and children's barred list check, health check, online search and satisfactory references. Copies of our safeguarding and safer recruitment policies are available on request.