Job Description

Administration Assistant

Responsible To: Administration Team Leader

MAIN RESPONSIBILITIES

1

Provide a reception and telephone answering service (both internal and external) to ensure that all callers are dealt with promptly and the image of the school is enhanced, cover of main reception at lunchtimes or during receptionist's absence.

2

Complete Daily attendance for all KS3 and 4 students, maintaining accurate records of attendance, issuing 1st day texts for all pupils, including vulnerable students. Classroom checks for vulnerable students and delivering messages to students. Support Attendance Lead with issuing of attendance letters and recording of attendance actions to Cpoms. Raise any concerns with regard to attendance matters or persistent absenteeism with the Admin Team Leader. Provide regular statistical data and reports to the Form Tutors, Pastoral Leads, Admin team leader and Deputy Head.

3

Ensuring missing and unexplained absences are cleared daily for KS3 and 4 students, whilst addressing unexplained absences, missing/conflicting marks.

4

To be one of a small group of support staff undertaking emergency first aid duties to pupils on a rota basis to include the issuing of prescribed medication to pupils.

5

Assist with accurate input of data collection sheets and collation/distribution of year-end information, tidying of Year 7 data following import of electronic files. Authorisation/checking of data input by parents via Edulink and any other requests received by email. Updating First Aid/Lockdown/Fire Drill information sheets. Update Fire Drill Paperwork (Following a drill and on a termly basis to ensure it remains current and up-to date). Ensure Evacuation groups are updated for staff groups as required.

6

Administration and data relating to Work Experience (Coordination and Input)

7

Produce BfL data and certificates on a weekly basis, issuing of letters and completing BfL leader's board. Assisting with Award Certificates, designing and checking documentation to meet quality and standard required by the Admin Team Leader/Deputy Head

8

Providing a full Reprographic service for the school to ensure that all documentation is provided to a high standard including prioritisation of reprographic requests. Manage the Repro Jobs inbox. Keep the reprographic room clean and safe. Take responsibility of photocopiers - keeping stock of parts/contacting engineers. Replenish paper and toner for the photocopiers in Repro, main corridor and staffroom (daily), ensuring form lists are readily available in the staff room, and that staff/student forms/documents are in stock, copying as required. Responsible for updating the Masterfile. Design and check documentation to meet quality and standard required by the Admin Team Leader/Deputy Head, including certificates/letters of commendation/attendance awards.

9

Preparing Destinations and References for Year 11 students

10

Take responsibility and undertake administration duties in connection with achievement evenings

11

Manage the Repro Inbox, ensuring communications are sent to parents swiftly, whilst addressing undeliverable' s, ensuring all parents receive the communication. Ensure Curriculum area detentions are communicated with parents. Updating student records as and when required to ensure email addresses and home addresses are accurate and requested changes are actioned.

12

Support the Pupil Receptionist in providing a full Reprographic service for the school to ensure that all documentation is provided to a high standard including prioritisation of reprographic requests. Manage the Repro Jobs inbox. Keep the reprographic room clean and safe. Take responsibility of photocopiers - keeping stock of parts/contacting engineers. Replenish paper and toner for the photocopiers in Repro, main corridor and staffroom (daily), ensuring form lists are readily available in the staff room, and that staff/student forms/documents are in stock, copying as required. Responsible for updating the Masterfile.

13

Completing stationary orders when necessary, in a timely manner, ensuring items are in stock - Paper, Coloured Paper, Envelopes, and small stationary cupboard consumables.

14

Filing - Carry out pastoral filing on a daily basis to ensure we comply with GDPR

15

Provide general administrative support to the Admin Team Leader

16

Administration of Trip Ban letters (half-termly)

17

Responsible for organising and setup of student photograph's (Y7, 9 and 11)

Notwithstanding the detail in this job description, the job holder will undertake such work as may be determined by the Headteacher/Trustee Board from time to time, up to or at a level consistent with the main responsibilities of the job e.g. undertaking a range of office duties (photocopying/word processing/filing/telephonist & receptionist duties) & provide general administrative support to school colleagues in the office as requested.

This job description will be reviewed where necessary and may be subject to amendment or modification at any time after consultation with the post holder. It is not a comprehensive statement of procedures and tasks; it sets out the expectations of the school in relation to the post holder's professional responsibilities and duties.

Job Types: Full-time, Temporary
Contract length: 12 months

Pay: 24,112.00-25,801.00 per year

Work Location: In person