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Administration Assistant – Job Description

Detailed below are the types of tasks that are undertaken on a weekly, half termly, termly and

annual basis. Dynamicmotif Dance & Performing Arts Academy runs very much like a school where

there are busy periods (especially on the lead up to our Showcase, Recital and Examination

sessions). Hours can fluctuate but can be carried out in your own time as long as our specific

deadlines are met.

It is expected that you will provide your own equipment needed to fulfil the roles below.

• Wage Rate: £10.50ph
• Contract Terms: Self Employed/Freelance Agreement

New Registrations - Weekly

• Add to All Pupil Master spreadsheet

Update - Main sheet and Class sheet (if known)

• Send Facebook parent group invite email
• Send ICP (Individual Care Plan) Form, if required
• Send Jackie/Tom notification email

Update Registers – Half Termly

• Amend Dates
• Add new telephone numbers, photo consent and medical conditions
• Email to teachers

End of Year Certificates/Christmas presents – Termly

• Update sheet in All Pupil Master spreadsheet. Use Class sheet, then reformat so each pupil has a single record. It is sorted by the first class the pupil attends in a week (Monday being first day).

Prepare BOPA/Show information – Twice yearly

• Update BOPA Application details
• Add list of Chaperones, including Name, house number and postcode, licence expiry date and local authority.
• Add summary of pupil list. It is summarised by age, gender and SEN.
• Produce Pupil list for show folder - gender, name, contact number, date of birth, age on day of performance, age group, medical conditions, and ICP flag.
• Prepare Sign in sheets – pupil and chaperones
• Update show folder

Annual Showcase & Recital organising (Twice Yearly):

• Performance Planning o Chaperone planning o Running orders o Quick changes

Update Chaperone List – as required

• Update classes associated to Chaperone on summary spreadsheet
• Send out T-Shirt form email – twice yearly, new chaperones
• Send out recruitment emails – yearly
• Send out availability form emails – twice yearly

Update ICP (Individual Care Plans) – as required

• Add new and inform teachers as required
• Perform review – Yearly

Examinations - Yearly

• Write up assessment sheets

Use All pupil Master Spreadsheet to obtain age, on date of exam

• Add IDTA pins or date of birth to examination timetable.
• Update IDTA pins tab on master spreadsheet, once results received

General Admin/Emails – As required

• Emails for teachers: Use All Pupil class list sheet to gather specific email addresses by class. e.g. Teacher cover emails and special events
• Emails for parents: Respond to questions, update Pupil records when parents email me changes

Job Type: Freelance

Salary: £10.50 per hour

Expected hours: 5 – 10 per week

Benefits:

• Company events
• Employee discount
• Employee mentoring programme
• Flexitime
• Referral programme
• Work from home

Schedule:

• Flexitime

Supplemental pay types:

• Performance bonus

Education:

• A-Level or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (required)

Work Location: Hybrid remote in Derby

Application deadline: 02/09/2023
Reference ID: ADMIN2023
Expected start date: 01/09/2023