Administrative Assistant London, England
Job description
We seek a professional for two days per week, Mondays and Fridays, Term Time Only. We are looking for an experienced Administrative Assistant to coordinate all administrative functions to assist in the school's smooth running and to maintain purchasing control systems regarding delegated financial duties. You are expected to work with the line manager as part of your duties.
Purpose of the role:
1. To provide high-quality customer service for all who visit the school and work in the school.
2. To be responsible for assisting in managing the school office.
3. To assist in maintaining the various school computerised databases of pupil and staff information.
4. To provide administrative support to the Headteacher and Senior Leadership Team.
5. Financial Administration for dinner money and clubs when necessary.
Responsibilities:
1. Responsibility for assisting in running the school office, including:
- To provide a warm welcome for parents, visitors and colleagues and deal with their requests in an efficient and professional manner
- To answer the telephone in a friendly, professional and efficient manner and record and pass on messages as appropriate
- To answer the intercom CCTV system whilst having a high regard for security
- To ensure visitors sign in and are provided with a visitor's badge
- To record DBS numbers where appropriate (supply and agency staff in particular)
- For parents who do not speak English as their first language, arrange for an interpreter if necessary
- To accurately maintain the shared calendar and update the school information
- To produce letters when necessary
- Assist with pupil first aid/welfare duties, looking after sick pupils, liaising with parents/staff etc.
- Assisting with arrangements for visits by the school nurse, photographer etc.
- To provide refreshments for visitors
- To undertake filing and photocopying; to assist users with the operation of the photocopier, including changing inks and attempting to resolve issues.
- To be responsible for the maintenance and monitoring of the photocopiers, printers and faxes
- To liaise with the Office Manager and Premises Officer when deliveries arrive
- To provide administrative assistance as required by the Senior Leadership Team
- To work on parent's evening and other evening events as required
- To distribute internal and external posts and correspondence as appropriate
- Ensure all information is treated confidentially and have absolute discretion at times
- Liaising with your line manager regarding work to be undertaken by the office
- Assisting with monitoring the induction of any new office staff member.
- General word processing.
- Provide administrative support in organising safety procedures, including fire drills.
- Oversee the general administration of school dinners.
2. Assisting in the maintenance of the various school computerised databases of pupil and staff information, including:
- Maintaining the school's database of pupil attendance records.
- Basic data inputting of computerised records/management information systems
- Maintain manual systems
- Undertake routine administration, e.g. registers/school meals.
- Assisting with other information databases during the busiest times of the year
- Provide routine clerical support, e.g. recording and circulating messages to other staff members, photocopying, filing, scanning, faxing, emailing, shredding, completing standard forms, sorting and distributing mail, and ensuring supplies of internal forms are kept well stocked.
3. To provide administrative support to the school teachers as appropriate, including:
- Assisting the Headteacher and SLT in all aspects of their role, including contacting parents, managing the school diary, and sending letters.
- Attending meetings on issues as and when required and taking notes/minutes.
- In liaison with the Headteacher, maintaining a confidential filing system.
- Sending out letters, contacting parents and emailing as needed under the direction of the office manager and SLT.
- To support the Office Manager in their role of communication.
- To create displays around the school as directed by SLT.
4. To assist in Premises Duties as required, e.g. managing stock and responding to issues across the school.
5. Other considerations
- To be aware of and comply with policies and procedures relating to child protection and to report any suspicions to the school's nominated Child Protection Co-ordinator or the Headteacher.
- To act following Data Protection Act principles and maintain confidentiality at all times, e.g. access to staff/student/parent and carers files.
- Accept and commit to the principles underlying the school's Equal Rights policies and practices.
- Be able to perform all duties and tasks with reasonable adjustment, where appropriate, in accordance with the Equality Act.
- Must be legally entitled to work in the UK.
Job Type: Part-time
Part-time hours: 16 per week
Salary: £27,060.00-£28,419.00 per year
Benefits:
- Canteen
- Company pension
- Cycle to work scheme
- Discounted or free food
- Enhanced maternity leave
- Free parking
- Sick pay
- Wellness programme
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Ability to commute/relocate:
- London, SW16 5SL: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Language:
- Portuguese (preferred)
Work Location: One location
