About this role
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.