School Administrator (Part time) London, England
Job description
School Administrator Job Description & Person Specification
Responsible to: Executive Headteacher, Head of School & Business Management Team
Overall Purpose of the Post:
▪ To offer a quality reception and information service for parents and visitors to the school both face to face and on telephone enquiries
▪ To act as first point of contact for all visitors to the school ensuring they act in accordance with school policies on safeguarding, health and safety (including evacuation and lockdown)
▪ To maintain the highest professional standards when dealing with the families and visitors to the school
▪ To have the confidence and presence to ensure that school procedures are adhered to at all times especially when dealing with urgent and/or emergency situations
▪ To promote and maintain a positive, effective and inclusive ethos
Duties & Responsibilities:
Reception
The school administrator will:
● Act as the first point of contact for parents, carers and other visitors both face to face and by phone answering questions and queries in a polite manner
● Create a welcoming and pleasant reception area ensuring deliveries are handled in a timely manner and not causing a hazard to pupils, families and other staff
● Ensure school security arrangements are always complied with by all pupils, families and staff and to liaise with the Premises
Team should any issues be identified
● Ensure all regular visitors/groups (visiting Music Teachers, volunteers etc) are kept informed of any changes to routine
● Ensure supply teachers sign in, receive safeguarding and school logistics information and sign their timesheets
● Provide hospitality for visitors to the school
● Assist the Admissions & Communications Manager by providing prospective parents with applications and information about the school and admission process
● Assist the Admissions & Communications Manager to ensure home school communications are user friendly, effective and efficient
School Administrator Job Description & Person Specification
Administrative
Under the direction of the Headship Team and Business Management Team, you will be responsible for all aspects of the day-to-day organisation and maintenance of the school office and its procedures. This will include:
● oversee preparation, production and distribution of letters, reports, newsletter etc., using g suite
● receiving and handling telephone enquiries, dealing with queries and providing general information about the school
● keeping pupil records, completing returns to the LA, DfE and others, as appropriate using the school database
● providing statistics from the above records as required for the Headteacher, governing body, LA etc.
● liaising with the school health service (dentist, doctor, nurse) and EWO.
● responsibility for the preparation and maintenance of the manual and computerised pupil data records, including attendance details
● to understand the importance of confidentiality and data protection (GDPR)
● oversee stationary and consumables stock and supplies for the whole school, cataloguing and distributing as required
● to maintain school registers and keep records of late arrivals, absences and medical certificates
● at end of academic year, rollover of all classes on database, organise new class files, new class registers
● to carry out other administrative tasks and duties as set by the Headship Team and Business Manager
Finance and Equipment
The School Administrator will:
● assist the Business Manager in the management of school lunches, trips, extended services and other ad hoc payments using Parentpay
● assist the Business Manager in the management of school procurement systems, ensuring compliance standards are met
● effectively monitor Parentpay and take appropriate to ensure payment deadlines are met
● accept, check and sign for deliveries as appropriate
● oversee stock and stationary orders and act as a signatory on all orders
● be responsible for recording, checking, filing invoices
● oversee school uniform supplier ensuring quality of service and product
● prepare and arrange banking of money collected from school events ie, charity events
School Administrator Job Description & Person Specification
Additional Information:
● The post holder will be flexible and carry out other reasonable duties commensurate with the grade, as directed by the Headship team
● The post holder is required to contribute to and support overall aims and ethos of the school
● The post holder is required to be aware of and comply with policies & procedures relating to child protection; equal opportunities; health safety and security; confidentiality and data protection and to report all concerns to an appropriate person
● The post holder will be expected to attend training and meetings as necessary and appropriate
● Behave in a professional manner at all times demonstrating mutual respect, good manners, politeness and common courtesies for all members of our community. All employees are expected to behave in a manner that role models positive behaviours for our pupils
● Be committed to own continuous professional development
● To support the values and ethos of the Elliot Foundation Academies Trust (Put children first; Be safe; Be kind & respect all; Be open; Forgive; Make a difference)
This list is not exhaustive. The jobholder may be required to carry out other reasonable duties commensurate with the grade, as requested by the line manager.
Special Conditions of Service:
Because of the nature of the post, candidates are not entitled to withhold information regarding convictions by virtue of the
Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 as amended. Candidates are required to give details of any convictions on their application form and are expected to disclose such information at the appointment interview.
Because this post allows substantial access to children, candidates are required to comply with departmental procedures in relation to Police checks. If candidates are successful in their application prior to taking up post, they will be required to give written permission to the Department to ascertain details from the Metropolitan Police regarding any convictions against them and, as appropriate the nature of such convictions.
Requirements Essential Desirable
● Previous experience in the regular use of computer software ● Experience of using such as G suite or Microsoft Word, Excel, PowerPoint and Integris G2 or Scholarpack other database packages. or SIMs
● Confident verbal & written communication skills including
Qualifications and career written and spoken English ● Experience of using Iris/PSF
development ● Good education qualifications including evidence of or other financial software excellent numeracy skills or similar packages
● Willingness to attend appropriate training and take responsibility for own professional development ● Experience of using
Parentpay or other similar packages
● Experience of using financial systems ● Previous experience in an
● Proven administrative experience, including reception, Educational establishment
Experience typing and filing duties.
● Ability to plan and prioritise a range of regular and irregular tasks
● Interests outside work
● Good communication and organisational skills.
● Enthusiasm ● Innovative
● A sense of humour
Personal ● Pleasant and approachable manner ● Open to change and
Qualities ● Resilience and ability to handle conflict fresh ideas
● Open minded and creative
● Ability to maintain confidentiality and observe data protection guidelines
● Ability to build on links
● Strong personal presence between school and local
● Ability to relate to children community
Relationships ● Must enjoy working as part of a team; be adaptable, proactive and supportive of colleagues ● Actively encourage the involvement of parents
Job Type: Part-time
Part-time hours: 25 per week
Salary: From £15,773.76 per year
Benefits:
- Company pension
Schedule:
- Monday to Friday
Education:
- GCSE or equivalent (required)
Work Location: In person
Application deadline: 05/07/2023
Expected start date: 01/09/2023
