Job Description

EXPECTATION AND MAIN RESPONSIBILITIES:

Provide full administration support for the school under the direction of the School Business Manager

Oversee all aspects of the running of a busy school office

To ensure the provision of a pleasant and efficient reception as first point of contact for parents and all visitors to the school ensuring safeguarding procedures and information/regulations for contractors is adhered to

Safeguarding - oversee entry/exit procedures to/from the school for parents and all visitors to the school ensuring safeguarding procedures and information/regulations are adhered to for contractors

Set high expectations of conduct, whilst acting as a good role model for others

Ensure that output and quality of work is of a high standard and complies with current legislation and internal standards

To ensure all tasks are carried out with due regard to Health and Safety

Able to work unsupervised within established guidelines

Adhere to the ethos of the school promoting the agreed vision and aims of the school

Any other duties commensurate with the grading of the post

Admissions and Attendance

Record daily attendance registers and run early call system for absent pupils

Administering school's admissions procedures and accurately maintaining the pupil related information system. To include pupil transition at Early Years and end of KS2

Oversee pupil attendance, including absences in relation to LA fines; Generating correspondence and reports in relation to attendance

Oversee holiday requests in line with school policy and administer related paperwork in relation to LA fines

Act as school's link with external providers including, the School Health Service, Early Help / District and Children's centres in relation to pupil welfare and family learning

Ensuring that individuals (Admin Team, Site Users & professionals in school) have a responsibility for promoting and safeguarding the welfare of children and young people they are responsible for or comes into contact with

Support Headteacher in holding attendance meetings

Catering - Ensure the effective administration of the day to day catering contract by:

Ordering school meals on a daily basis for children in school

Liaise with catering team on menus and dietary requirements within school

Daily/Weekly reporting of catering numbers to catering company and Finance assistant/School Business Manager

Liaise with school kitchen, and ensure that the returns required by the LEA are completed in accordance with regulations including the use of Arbor online transactions and Management Information System

Debt recovery from parents

Administer free meal applications Deal with pupil milk applications in school, reporting of figures and delivery of milk

Trips and Visits

Ensure the efficient arrangement of all school trips, to include: -

Arranging coach bookings

Arrangement of meals required from kitchen

Collate and manage income/debt

Liaison between parents, pupils and tutors to include parent helpers

Creation and distribution of letters to parents

Follow up work where necessary

Extra-Curricular Activities

Promote and organise extra-curricular after school activities

Research availability, suitability and viability of new clubs and activities and liaise with relevant school staff

Make provision for assisted and free places

Ensure relevant DBS and Safeguarding checks are completed

Manage the promotion, enrolments and collection of fees if necessary

Daily Operations

To provide general clerical duties and oversee required that will include;

Maintenance and support of all copiers and printers in school to include ordering of goods and services and fault reporting for engineers

Receipt and distribution of post and emails to include receiving and passing on messages accurately

Receipt, unpacking and checking of all parcels and subsequent distribution

Internal School Calendar

Co-ordinate and maintain the whole school calendar on Outlook including meetings in school, teacher meetings, activities in school and visitors in the diary.

School Systems

Undertake the School Census submission every term

Run Academic Year End Process in Arbor

Update SMS for the input of data including printing of pupil data collection sheets where necessary.

Inventry Electronic Signing in System

To ensure the efficient maintenance and use of the Inventry signing in and out system, to include;

Ensuring that all visitors and pupils are signed in/out of school adhering to the schools safeguarding policy and badges issued where necessary

All regulations are adhered to for school contractors entering the premises

Responsibility of setting up class groups in system to coincide with trips going out of school

Ensure all staff are correctly entered onto the system with all the correct information and check data is entered.

General upkeep of system - including fire evacuation

School Communications and Website Management

Manage effective, timely and consistent communications to parents and wider community

Manage roll out and bookings for parents' consultations

Ensure the website is always up to date on a weekly basis
Upload relevant documents on a weekly basis

Ensure the website is fully compliant at all times

Maintain the online diary on school website

Volunteers

To ensure all volunteers who wish to come in school have had all necessary checks completed, to include;

Volunteer paperwork completed

DBS check undertaken

Details passed to SBM to update Single Central Register

Liaison with staff to ascertain where the volunteer will be placed

Fire Evacuation

Ensure the safe evacuation of all admin staff in the event of a fire in school

Responsibility to ensure all staff and visitors have evacuated using the Inventry iPad system

Oversee the maintenance of School Grab Packs and regular updating of paperwork when pupils and staff arrive or leave school

Flexibility to cover SBM in absence to undertake fire drill responsibility and effectively delegate responsibilities to other admin staff

Reports

Ensure all pupil reports are sent out to parents via email paying particular attention to the following

All correct data sheets for pupils are attached

All aspects of GDPR are adhered to at all times

Lettings

Complete procedures for coordination of differing demands and uses of school site and facilities including promoting school facilities and lettings

Uniform

Management of uniform ordering process with new starters

Second hand clothing intake and selling thereof

Oversee uniform ordering on website and liaise with suppliers

Ordering of Year 6 Leavers hoodies

School Photographs

Liaise and book with the school photographer dates for individual and sibling photographs in school and class photographs in the summer term

Ensure details regarding proofs and ordering deadlines are sent to parents

Ensure safe delivery of photographs to parents when they arrive

School Residential Trip

Undertake rollout and all essential communication to parents of school Residential trip in Year 6 Attend parents meeting where necessary Oversee return and input of all data collection information to take on trip

Miscellaneous Duties

Pupil filing

Accident reporting

Fundraising Just Giving Pages

DBS applications processing and follow up

Liaison with agencies to organise, book and distribute information to parents for the following:

o Flu vaccinations (pupils)

o Height and Weight pupil measuring

o Vision Screening for pupils

Liaising with the local press on events taking place in school

Job Types: Part-time, Temporary
Contract length: 20 months

Pay: From 24,597.14 per year

Benefits:

On-site parking
Experience:

SEN: 1 year (preferred)
Work Location: In person