Job description for the post of: Administrative Assistant

Job details

Salary: Dependent upon experience

Hours: Monday to Friday 8.30-3.00 (negotiable)

Contract type: Permanent Salary based on experience £20 500-£23 500 pro rata

Reporting to: Business Support Officer

Main purpose

The administrative assistant is responsible for supporting with the administrative, financial and organisational processes within the school.

They will also act as the initial point of contact for parents, visitors and other stakeholders so will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions.

Duties and responsibilities

General Administration

Update manual and computerised record/information systems

Update and maintain the school calendar

Assist with managing the school’s email inbox, ensuring the school meets its expected response times and emails are forwarded to the relevant staff member as necessary

Manage and organise completed forms from parents

Organise and distribute incoming and outgoing post

Provide administrative support to staff as needed

Carry out filing, printing and photocopying.

Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary

Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required

Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

Attendance administration

Monitor and maintain an accurate record of pupil attendance, producing reports as necessary

Monitor the late arrival of students and contact parents/carers to identify reasons for nonattendance, ensuring all safeguarding procedures are followed

Reception

Act as the first point of contact for parents and visitors arriving at the school

Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner

Seek support from other colleagues where necessary to respond to complex enquiries

Respond to messages promptly and accurately, passing on information to relevant staff

members as necessary

Assist staff and students with the information and support they need

Security

Control access to the school in line with the school’s safeguarding procedures, including signing-in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures

Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures

Written communication

Write and send email responses that are professional and uphold the school’s vision and values

Update and distribute online and offline communications (e.g.

letters, newsletters, social media posts etc) to parents, staff and other stakeholders

Finance

Collect, record and issue receipts for payments from parents

Carry out financial administration in line with the school’s procedures

Other areas of responsibility

Read and follow the relevant school policies

Undertake training required to develop in the role

Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy

Contribute to the safety of children and young people and protect them from harm

To check paperwork for young people with medical conditions is up to date and procedures are followed in line with our supporting students with medical conditions policy.

Communication

Communicate effectively with students, parents and carers.

Follow schools’ processes and procedures for communication.

Working with colleagues and other relevant professionals

Collaborate and work with colleagues and other relevant professionals within and beyond the school.

Develop effective professional relationships with colleagues.

Safeguarding

Work in line with statutory safeguarding guidance (e.g.

Keeping Children Safe in Education, Prevent) and our safeguarding and child protection policies.

Work with the designated safeguarding lead (DSL) to promote the best interests of students, including sharing concerns where necessary.

Promote the safeguarding of all students in the school