Admin Assistant

Contract Details:

• 13 hpw; Thursday and Friday, during school office hours of 08:30-15:30 (with half an hour for lunch).

• This role is term-time only, 38 weeks a year.

Hollesley and Waldringfield Primary Schools are two inclusive schools where individuals are welcomed and celebrated. Both schools pride themselves on being small, family orientated schools with high expectations for both learning and behaviour. We can offer:

• a nurturing and caring place to work

• delightful children

• a commitment to your professional development and wellbeing,

• enthusiastic, friendly, committed and supportive staff.

• varied and exciting work days!

The person that we are looking for needs to:

• Reliable and punctual

• Motivated, enthusiastic and willing to learn

• Friendly, professional and hard working

This post will be reporting directly to the Headteacher and Office Managers and will be based at Waldringfield Primary School.

The successful candidate will provide a high quality, professional service on the school reception, and within the school administration team, complete reception duties efficiently and provide a professional and positive welcome to all visitors, students and staff across both Hollesley and Waldringfield Primary Schools.

Overview

To work as part of the team to help ensure the smooth running of administration support within the school office.

This post requires a person willing to learn and develop a good knowledge of organisation, policies and procedures and will include ad hoc duties requiring initiative. The post holder will be supported to organise their own workload and will be expected to respond to unanticipated problems and situations.

The post will report to the a member of the School Senior Leadership Team/School Business Manager/Senior Administrator

Duties

Examples of the role and responsibility of a similar level may be undertaken and are not excluded simply because they are not itemised.

1. FIRST POINT OF CONTACT

• Act as a friendly and professional first point of contact for visitors and carry out security and safeguarding procedures, ensuring that all visitors sign in and out and are issued with ID badges.

• Notify appropriate member(s) of staff of the arrival of visitors. Ensure that visitors do not enter the main school building without an escort, unless this has been authorised by the person they are visiting. Ensure appropriate safeguarding / risk assessment checks are in place.

• Act as the central information and communication point with regard to queries and requests for information from parents and other individuals / organisations.

• Control pupils’ signing in and out during school hours

• Take delivery of items. Arrange for return of items as requested

• Make, receive and redirect telephone calls, including voicemail and email communications. Take messages and ensure that these are passed on as quickly as possible.

• Add events to the school calendar.

2. FINANCE (where applicable to the role)

• Receive and process monies and issue of receipts in accordance with procedures.

• Support the Business Manager to chase late orders.

• Ensure the proper collection, reconciliation and banking of any monies received by the school in accordance with the schools’ procedures.

• Operate the schools’ system and procedures with regard to school meals, including collecting money / chasing debts and promoting the uptake of free school meals. Inform the Business Manager and Headteacher promptly in the event of prolonged and / or persistent non-payment.

• Assist the Business Manager in other financial duties and processes as required

3. OFFICE ADMINISTRATION

• Open general incoming post and communications to the school’s generic email. Forward named correspondence and email messages to the addressee. Deal with routine general items and refer more complex issues as appropriate.

• Manage and update the school diary including:

• School trips, visits and other events

• Governors’ meetings

• School lettings

• Parents’ evenings

• Staff meetings

• Contractors’ visits

• Visits by LA representatives and other external agencies

• Visits by prospective parents

• Assist with the administration of the school’s pupil registration process including:

• Recording pupil attendance information in accordance with the school’s systems and procedures;

• First day calling

• Notifying the Business Manager / Headteacher in the event of unexplained pupil absence if contact cannot be made with parents / carers

• Provide an administrative support service to the Catering staff including:

• Numbers for school meals / packed lunches

• Reconciliation of dinner money received to uptake of meals using the school MIS system

• Taking delivery of provisions as instructed

• Assist with administration of trips and visits, school clubs and other activities. Receive, check and record monies in relation to school trips and miscellaneous income in accordance with the schools’ procedures. Book transport as required.

• Despatch information to parents / carers in accordance with agreed deadlines including:

• Annual pupil information update forms

• Home / School agreements

• Letters

• Information regarding trips / visits / school events

• Other items as requested by the Headteacher, Business Manager or other members of the Teaching staff.

• Update communication platforms - website, Facebook and school apps

• Assist with administration of trips and visits, school clubs and other activities. Assist in provision of an administrative service for pupil admissions / transfers i.e:

• Prepare induction packs as required.

• Liaise with previous / future schools to arrange transfer of pupil records.

• Enter information into the Arbor system in accordance with the schools’ procedures.

• Assist in the maintenance, store and transfer pupil records as requested by the Business Manager or Headteacher.

• Assist with year end archiving.

• Assist with the administrative arrangements and procedures with regard to after school clubs and other activities.

• Assist in preparation, editing and distribution of the school newsletter, prospectus and policies.

• Assist with the preparation of routine reports using the Trust and schools’ systems and procedures, as directed by the Business Manager/Office Manager.

4. GENERAL ADMINISTRATION

• Liaise with staff colleagues across the Trust to:

• Exchange information

• Share ideas and best practice

• Co-ordinate activities and systems wherever appropriate

• Avoid duplication of tasks and activities wherever possible

• Maximise opportunities to increase efficiency and reduce costs

• Promote and strengthen good working relationships

• Monitor stocks of office stationery and other supplies and replenish stocks as required in accordance with agreed stock levels and procedures.

• Assist with day-to-day management of lost property.

• Activ