About this role
Job detailsJob title: Administration Assistant
Salary: £25,119-£26,421 pro rata Actual salary: £23,163-£24,363
Hours: 36.5 hours per week, Term time only + 2 weeks
Reporting to: Office Manager
Main purpose
To provide administrative support to the school.
Duties and responsibilities
Organisation
Contribute towards the planning, development and organisation of the support service systems, procedures and policies
To maintain the schools Management Information System (MIS) including pupil admissions and leavers
Administration
To act as the first point of contact within a busy school reception, first line telephone answering, dealing with parents, visitors and professionals coming into school whilst adhering to safeguarding/security processes. Ensuring accurate messages reach Senior Team, Teaching and support staff.
Undertake word processing and complex IT based tasks
Provide personal, administrative and organisational support to the Headteacher and Office Manager
Provide personal, administrative and organisational support to other staff
Provide personal, organisational and administrative support to the Governing Body
Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
Book training courses for all staff and manage the training database
Support the administration of recruitment including advertising, collating documentation, obtaining references
To monitor staff absences/vacancies and book agency staff as required
Support the data protection officer with ensuring data protection compliance and helping the school community understand how to comply with data protection law
Resources
Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
Operate relevant equipment and IT packages (e.g. the school’s MIS system)
Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school.
Manage financial administration procedures and maintain appropriate records to satisfy audits
Manage school licences and insurances
Ensure the office and reception is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available
Responsibilities
Be committed to the safeguarding and promotion of the welfare of children and young people
Comply with the policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person
Contribute to the overall ethos/work/aims of the school
Establish constructive relationships and communication with all staff and other agencies/professionals
Participate in training and other learning activities and performance development as required
Other areas of responsibility
Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the headteacher.
Person specification
criteria
qualities
Experience
Working in an office environment
Developing, managing and operating clerical/administrative/financial and organisational systems
Analysing and evaluating data
Skills and knowledge
Excellent attention to detail
Excellent literacy/numeracy skills
Competent use of IT packages including word processing, computerised accounting systems and school MIS systems
Ability to use relevant office equipment effectively
Ability to plan, organise and prioritise
Personal qualities
Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils
Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school
Ability to work under pressure and prioritise effectively
Commitment to maintaining confidentiality at all times
Commitment to safeguarding and equality
Embraces change well
Deals with difficult situations effectively
Notes:
This job description may be amended at any time in consultation with the postholder.