Office Administrator

Our friendly village school is looking for an Office Administrator on a temporary basis initially, to cover long-term absence.

Hours of work: 08:30 - 1:00 daily (22.5. hours per week - negotiable)

Key Responsibilities include:

Administration

• Provide high level of support to the Headteacher and Senior Leadership Team at school.
• Provide timely and effective operation of secretarial and administrative support service to the school.
• Provide effective and efficient management of reception including security of visitors
• Support new staff enrolment e.g. ID badges, security barrier entry fobs, PE uniform etc.
• Support the administration of new staff ICT requirements, liaising with IT Support to set up login details to school systems.
• Assisting in stock control, ordering and distribution of resources.
• Generate reports of a routine nature.
• Sort and distribute post. Operate outgoing postal system including taking letters/ parcels to the post office when required.
• Log attendance and absences on MIS (Integris).
• Communicate effectively with parent/carers to discuss the reason for pupil absence.
• Periodically send data sheets to parents for checking and update Integris accordingly.
• Operate reprographic equipment in order to provide a timely and efficient service to staff.
• Deal with telephone and email enquiries promptly and efficiently.
• Assist with the preparation and distribution of the school newsletter.
• Be responsible for the administration and organisation of school activities, trips and residential stays.
• To assist with updating the asset register.
• Manage the organisation and operation of school events, (parents’ mornings, school photographs etc).
• Manage the relationship with the school uniform supplier to ensure standards are maintained and stock levels are satisfactorily available for parents
• Responsible for inputting lunch data into ParentPay, producing a daily summary with meal numbers each day and liaise with the Catering team
• Responsible for maintaining and updating the school website.
• Responsible for the online club booking tool and organisation of attendance registers.
• Responsible for managing the relationship of third-party sports providers Responsible for coordinating the weekly lunch booking tool for parents on the school website and liaising with the school caterers to ensure lunch requirements are met.
• Verify parents' and doctors' notes and investigate any discrepancies in attendance information.
• Provide staff and stakeholders with accurate information regarding school operations.
• Prepare and distribute appropriate communications including newsletters, emails and announcement.
• Ensure the security of records both hard and electronic copies, maintaining computer backups and ensuring their safekeeping.
• Ensure the efficient retention of data and archiving procedures. All sensitive paperwork to be shredded to ensure confidentiality.

Work context

• To work at the appointed school, in the school building and on the playground
• To support children who may have medical needs
• On occasions, attend school trips

Safeguarding

• To ensure an environment that safeguards all pupils
• Encourage good practice by promoting and championing the child protection policy and procedures
• Respond appropriately to disclosures or concerns which relate to the well-being of a child, following School policies at all times.
• Attend and participate in relevant training, sharing the knowledge and ideas gained with colleagues
• To read and keep up to date with changes to the Trust’s policies and DfE guidance

The Soke Education Trust and all its schools place the highest priority on safeguarding. All recruitment activity will include safeguarding checks including references and any appointment will be subject to necessary DBS clearance.