Administration Assistant - Attendance Cramlington, England
Job description
CRAMLINGTON LEARNING VILLAGE
Job Description
Job Title: RECEPTIONIST/ADMINISTRATION/SUPPORT ASSISTANT/ ATTENDANCE
Reporting To: EXAMS, COVER AND OFFICE MANAGER/ATTENDANCE MANAGER
Contract Type: PERMANENT – SCALE 3
Clients/ Liaison with: Small number of staff as necessary
Duties and key result areas:
Organisation:
Assist with the organisation of the work of a small group or team of staff, delegating work appropriately, providing clear guidance and motivating staff to achieve service objectives and quality standards
1. Contribute to the induction, appraisal, training and development of less experienced colleagues, acting as coach and mentor as directed
2. Deal with complex reception/visitor matters
3. To act as lead first aider, providing effective First Aid support to students and others
4. Contribute to the planning, development and organisation of support service systems/procedures/policies
5. Assist with school trips/events etc
6. To help students improve their attendance at school by supporting the work of the Attendance
Manager
7. To support with daily attendance spot checks
8. To provide administrative support to the Attendance Manager and Learning Managers
9. To check registers, log details and inform parents of absence within all year groups
10. To assist students to reintegrate after absence
11. To liaise with other agencies to ensure attendance records are accurate
12. To provide administrative support to the Office Manager.
Administration
1. Welcoming visitors and dealing with security arrangements i.e. visitors sign-in and issuing security passes, answering and fielding calls, taking messages, dealing with enquiries on the phone, face to face and via email, dealing with deliveries and assisting with pupil enquiries.
2. Enforcing vetting procedures, obtaining vetting details e.g. DBS details, Photographic ID etc. for the Single Central Record in line with schools safeguarding procedures.
3. Develop administrative systems in order to meet specific local requirements
4. Manage manual and computerised record and information systems e.g. Bromcom
5. Analyse and evaluate information and produce reports and information as required
6. Undertake typing and word processing and complex IT tasks e.g. handling specific school based record systems and databases
7. Provide personal, administrative and organisational support to other staff
8. Monitoring of uniform stock levels, sales, and update of the uniform stock list spreadsheet
9. Support the organisation and scheduling of school photograph days
10. Providing general administrative support to the Senior Management in the Junior Learning
Village and Senior Learning Village
11. Provide administration support for the Exams, Cover and Office Manager
12. To assist with the processing and checking of external examination entries
13. To book external invigilators
14. To access archived school results via internal filing systems and external websites
15. To assist in the briefing of external supply teachers on their arrival, prior to deployment within school
16. Providing a comprehensive reprographics service including the production of complex documents i.e. production of conference booklets and external training materials
17. Maintaining adequate stocks of paper and consumables to ensure all reprographics requests are met
18. Producing monthly accounts to record reprographics and paper usage by Department, and submitting these to the Finance Department on a monthly basis
19. Liaising with reprographics leasing companies and their Engineers to resolve breakdowns.
20. Responsibility for the school post system, including the franking of all out-going mail and the postage of recorded and couriered parcels
21. Maintaining the credit upon the school franking machine to ensure that sufficient credit is always available.
22. Monitoring the stock levels of envelopes and re-ordering when necessary.
23. Provide regular secretarial and administrative support to the Attendance Manager
24. Assist with more complex support work to investigate, collate, record, manipulate, extract and distribute data in accordance with predetermined boundaries or as instructed
25. Arrange and co-ordinate room bookings.
26. Arrange meetings, attending and taking accurate, straightforward notes as requested
27. Ensure care and reconciliation of petty cash and other amounts of cash or cheques
28. Support Headteachers PA / School Manager in collecting and processing vetting documentation for new staff.
Resources
1. Operate relevant equipment and complex ICT packages
2. Manage any retailing activity that takes place within the school e.g. uniform sales.
3. Provide advice and guidance to staff, pupils and others
4. Undertake research and provide information to inform decisions
Responsibilities
1. Comply with and assist with the development of policies and procedures. Reporting all concerns to an appropriate person.
2. Support the school’s policies that ensure equality of opportunity
3. Contribute to the overall ethos of the school
4. Establish constructive relationships and communicate effectively with external agencies
5. Attend and participate in regular meetings
6. Participate in training and development as required.
The duties and responsibilities highlighted in this Job Description are indicative and may vary over time. Post holders are expected to undertake other duties and responsibilities relevant to the nature, level and extent of the post and the grade has been established on this basis.
Job Types: Part-time, Permanent
Part-time hours: 33 per week
Salary: £21,575.00-£21,968.00 per year
Schedule:
- Monday to Friday
- No weekends
Work Location: One location
Reference ID: CLV005
