Job Description

Terms of Employment:

Position: School Administrator

Reporting to: Operations Manager (EHT)

Location: Slough (travel to other site as required)

Hours: Full-time

Contract: Fixed-term (12 months)

Start date: 16th October 2025

Qualifications: Qualifications: minimum degree in business, finance, management, HR or similar subject or equivalent experience. Subject to DBS checks and references

Hours: 8.00am - 4.00pm

Probation period: 1 year

Terms of Employment

Hours: 8.00am - 4.00pm

Breaks: Half hour break for lunch and prayer

Start date: September 2022

Probation period: 3 months

Minimum qualifications: A Level or equivalent including GCSE English and Maths; UK Degree level or equivalent preferred.

Subject to DBS check and references

Main purpose of job

To take full responsibility for the provision of administrative, accounts and health and safety support to the school, in order to maintain a safe, clean, efficient, up-to-date and well organised school. You must have dedication to developing personal knowledge and understanding of the Principles of Shakhsiyah Education and skilled application of these principles in all aspects of your professional work.

Child Welfare

The health, safety and well being of every child are of paramount concern. Be personally responsible for promoting and safeguarding the welfare of children you come into contact with.

Main Duties:

Tasks are as follows but are not restricted to these due to the nature of the job:

Preparation for School Day

? Arrive by 8.00am to open school for Staff.

? Complete the daily health and safety risks, cleaning and hygiene checks according to the checklist.

Niyyah | Balaghah | Minhaj Al Dirasi | Halaqah | Shakhsiyah Islamiyah | Qudwah |Taqdeer

? Check school mail, email and telephone messages for any urgent matters; prioritise accordingly.

? Check photocopier for supplies (ink, toner, paper etc.)

? At the end of the day make similar checks and lock up properly.

Record Keeping /Documentation

Maintain the following records in hardcopy files and on computer systems whilst maintaining confidentiality and the data protection policy:

? Maintain current school children records in the admissions register, online spreadsheet with children's details on system and class lists for SLT and teacher use.

? Maintain children's files including medical forms, other documents and reports.

? Monitoring of children's attendance and punctuality which includes checking registers and application of attendance and lateness policy.

? Maintain a waiting list with details of prospective children and parents

? Support the Personnel Manager in maintaining the staff files and database. Maintain staff absence and sickness records, signing in and timesheet and forward to Personnel Manager as required.

? Maintain up to date documentation on maintenance of building and premises.

Health and Safety

Strict adherence to all school policies and procedures is required:

? Implementation of the Health and Safety policy, as Health and Safety Officer; including carry out Risk Assessments against checklist of building, outdoor area and equipment, as required, (daily / each Half-term etc.) and make staff aware of Health and Safety matters. Arrange maintenance where necessary.

? Maintain a hardcopy file of Health and Safety and other certificates held by staff

? Implementation of the First Aid Policy in capacity of First Aider, deal with incidents in accordance with the correct procedure, maintain supplies in First Aid boxes and cupboard etc.

? Implementation of the Medicine Policy, responsible for keeping medicines safe and completing all record keeping.

? Support teachers with Health and Safety on-site and on Educational Visits Policy and procedures. Support the SLT to ensure teachers and other staff members are aware of and have access to whatever is necessary for adherence to Health and Safety procedures onsite and on trips and educational visits.

? Be up to date and ensure compliance with Fire Regulations; explain Fire procedure to all visitors to the school, manage Visitor signing in book and Fire Register, Fire drills etc.

? Ensuring school looks clean, neat and presentable and hygiene is maintained to a good level.

? Manage Cleaning - Issue cleaner with guidance on cleaning rules e.g. different mops and buckets for bathrooms and other areas. Write and monitor the daily and deep clean cleaner task lists and close monitoring of list being followed. Checks on acceptability of level of cleaning in school, playgrounds outside area including car park.

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School Finances / Accounts and Fees

? Bank any cash in school promptly, for example from mufti-day.

? Process invoices and enter information ready on spreadsheet to make payments.

? Keep records of school accounts, budget and expenditure so far.

? Place orders for stationary and other resources and supplies as required.

? Maintain record of children's fees payments and update fees records at the beginning of every month. Issue invoices and receipts as well as correspondence with families who have debts agreeing a payment plan.

? Maintaining up-to-date record of those children receiving Early Years and or employer childcare vouchers/funding.

? Up-dating head count once every term on Local Authority secure access website and completing preliminary funding form also once a term.

Correspondence liaison with various parties

? Handle incoming and outgoing mail, emails and phone calls.

? Produce correspondence as required by School Management

? Ensure relevant correspondence whether letters memos or phone calls are made to the parties involved.

? Deal with all parties in a helpful and courteous manner, provide clear and correct information, and know when to pass an enquiry.

? Parties may include:

1. DfE, Ofsted, Local Authority and Association of Muslim Schools

2. Current and prospective staff and volunteers.

3. Other institutions regarding quotes for building works, invoices bills, general information

Correspondence with Parents

? Write Parent newsletters

? Prepare updates for the website

? Organise and prepare the coffee mornings, parent workshops, open days and parents discussion forums

? Correspondence with individual parents on various matters for example issuing of parking tickets

Teamwork

? Support the SLT in developing a collegiate atmosphere amongst staff

? Have a positive approach and work well with other staff members

? Behave in a professional manner at all times with all parties

School activities

? Fully participate in Annual Children's Presentation, Inventions Fair, Sports/Family Fun Day and other school activities.

? Organise the end of year whole school trip, including booking venue, organising volunteers and ensuring the cost is covered by the trip budget.

Self Development

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? Continuously review /self-evaluate own management of tasks.

? Attend professional development courses

? Use the performance review procedure to guide own development and improvement in performance.

Communication with Employer

? Attend morning briefings.

? Keep continuous contact with the School Management in day to day running of school and forward planning.

? Participate in Staff meetings one day after school each week and during the holiday period as required, and any Halaqah or STEC sessions once a week.

? Notify the Head teacher of any concerns regarding children, parents or other staff.

Data Protection and Confidentiality

? Strict adherence to Data Protection policy is required maintaining confidentiality of all information related to children, parents and staff at all times.

? Maintain confidentiality on all other school matters as required.

This job description forms part of the contract of employment of the person appointed to this post. It reflects the position at the present time only and may be reviewed in negotiation with the employee in the future. The appointment is subject to the current conditions of employment in the Shakhsiyah Employment Handbook.

Job Type: Full-time

Work Location: In person