Administration Assistant

£19459

Sutton Coldfield, Four Oaks Park, Birmingham

Part time
Permanent
Onsite working

Posted 1 week ago, 21 Sep | Get your application in now before you're too late!

Closing date: Closing date not specified

job Ref: bdce5e4ca9c44b699e2af873d405bfe2

Sutton Coldfield

Full Job Description

To provide full administrative support to the main office and reception team to ensure an effective administrative service operates within school.
To support the Data Manager and Examinations Officer with arrangements for examination periods.
To provide First Aid support during busy periods.
To assist with reprographics requests when required., Reception:
Operate the reception desk to control access into the school premises for all visitors, including monitoring the external gates via CCTV, reporting any concerns to a member of SLT as necessary.
Answer telephone calls, taking messages as appropriate in a polite and friendly manner, being able to use initiative to convey urgent messages to staff and students, whilst maintaining confidentiality.
Welcome and sign in visitors following procedures on the InVentry System.
Ensure compliance with safeguarding procedures, assigning relevant visitor lanyards and undertaking documentation checks as required.
Liaise with the HR Team to ensure that regular visitors are added to the Single Central Record when necessary.
Resolve queries from visitors, students and staff, forwarding them to the appropriate members of staff as necessary.
Use SIMS on a daily basis for school administration, including ensuring accurate student data is maintained, processing changes to personal details as necessary, maintaining the school calendar and inputting data of new year 7 starters.
Assist with high volume mailings, such as progress reports and communication to parents.
Advise the Finance Officer of deliveries to the school and distribute as appropriate, in liaison with the Site Team.
Manage daily post; sort incoming post; distribute to relevant staff pigeonholes; prepare outgoing post for franking, and special deliveries as required.
Assist with routine administration tasks including data and exam related administration under the direction of the Data Manager and Examinations Officer.
Maintain an up-to-date register of examination invigilators' contact details and availability.
Produce timetables for exam invigilation and allocate exam sessions to invigilators in liaison with the Data Manager and Examinations Officer.
Email exam timetables to the team of invigilators, ensuring they are aware of their start and finish times during exam periods.
Organise invigilator training sessions and update the Invigilators Handbook in line with legislation.
Collate invigilator timesheets and forward to the HR, Payroll & Cover Officer to arrange payment.
Arrange signage for exam rooms and prepare exam boxes for both internal and external examinations.
Assist with the production of seating plans for internal/external examinations.
Co-ordinate the collection of papers from internal examinations and return completed papers in teaching groups to the Heads of Department.
Contact students to collect examination certificates if uncollected. Assist with the administration of post results services following the summer examinations.
Act as an additional First Aider for the school, responding to first aid incidents (staff, staff and visitors) in accordance with the school policy and procedures.
Assist with first aid and welfare duties, supporting unwell students in the medical room and liaising with parents.
Contact parents in the event of a student injury requiring hospital treatment and accompany student to hospital if required.
Help organise, plan and control reprographics workloads and procedures.
Assist staff with the production of classroom materials, using the reprographics facilities (including photocopiers, binding machine, laminator and scanning equipment).
Photocopy and produce booklets as required by the school.
Promote the agreed vision and aims of the school and set an example of personal integrity and professionalism.
As a term of your employment, you may reasonably be expected to perform duties of a similar or related nature to those outlined in the job description.
This job description will be reviewed and updated periodically in order to ensure that it relates to the job performed, or to incorporate any proposed changes.
This procedure will be conducted by the Headteacher/Line Manager in consultation with the post holder.
In these circumstances, it will be the aim to reach agreement on reasonable changes, but if agreement is not possible, management reserves the right to make changes to the job description following consultation.