Administration Officer

Core duties Under the direction/instruction of the Office Manager / Head of School /SLT, provide routine general, clerical and administrative support to the school to ensure that there is a high quality first point of contact service given to all parents, carers and visitors to the school.

Organisation To ensure that the reception desk is covered at all time

To undertake initial responses to all enquiries from parent/carers, visitors or general public at reception stringently adhering to the school’s safeguarding procedures.

To receive and relay promptly any telephone or other messages.

To ensure that all visitors and callers to the school are courteously and correctly received and to deal sensitively with anxious, distressed or impatient callers, whether by telephone or in person.

To ensure that all visitors are signing in according to the Safeguarding procedures of the school. Ensuring ID and vetting forms are seen before allowing visitors around school.

To show awareness for the school’s security at all times.

Manage specific computer modules.

To communicate effectively, both orally and in writing with outside, agencies, parents, staff and local community.

At the discretion of the Head of School, to open and distribute incoming mail. Despatch outgoing mail, maintain supplies of stationery, postal stamps and assist with general postal/returns arrangements.

To advise parents/carers about school uniform service and lost property.

Managing and monitoring stock processes.

Monitor and manage school stock resources including general supplies, photocopier supplies and to include receipting and checking of all deliveries

Distribution of stock and deliveries after liaison with School Office Manager or SSO.

To keep school notice boards in the staffroom updated liaising with the Head of School/ SLT.

Assisting with arrangements for visits by school nurse, photographer etc.

To maintain a stock of First Aid Items.

To prepare and maintain First Aid boxes for Playtimes and Lunchtimes.

To prepare and maintain First Aid Boxes to be taken on visits

Administer first aid/welfare duties, looking after sick pupils, liaising with parents/staff.

Arrange/undertake care plan meetings with Parents/carers regarding health issue with pupil.

To undertake risk assessments for children returning from absence due to injury or other health conditions.

To share responsibility for the use of the medical room/office, ensuring that it is maintained to a high standard of cleanliness by the cleaning staff, reporting any deficiencies accordingly.

Administration Reception - visitor management, telephone and e-mail messages distribution.

Provide routine clerical support e.g. photocopying/laminating, filing, e-mailing, complete standard forms, respond to routine correspondence.

Maintain manual and computerised records/management information systems e.g. Arbor, Inventry, Evolve.

Produce lists information/data as required

Undertake typing and word-processing and other IT based tasks

Take notes at meetings

Undertake a variety of administrative procedures.

Maintain and collate pupils reports and records

Assisting with Hospitality arrangements

Inputting data to Arbor, Hub, Evolve and other relevant IT systems

Other Responsibilities Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.

Be aware of and support differences and ensure equal opportunities for all.

Contribute to the overall ethos/work of the school.

Appreciate and support the role of other professionals.

Attend and participate in relevant meetings as required.

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

Any other general office duties or school requirements as directed by the Head of school, SLT or Office Manager.