Administrative Assistant

The appointment is to the Tuition, Medical and Behaviour Support Service (TMBSS) as a whole.Allocation of staff is made by the Executive Headteacher according to current needs. Applicantsshould be committed to team work and developing effective support for professional staff. Theyshould hold a current UK Full Driving Licence.Main Purpose of PostThe post holder will report to the Assistant Head, Centre Managers, Office Manager and BusinessManager.The post of Administrative Assistant is designed to cover a range of duties supporting the AssistantHead, Centre Manager and Office Manager.,

• All aspects of ICT including general reports/letters, spreadsheets and databases using
relevant ICT packages (Word, Excel, Powerpoint etc).
• Working on SIMS (Schools Information Management System) for recording pupil attendance
and data.
• Monitoring student attendance and absences in line with service procedures and producing
daily and weekly reports for the Centre Manager and Senior Leadership Team.
• Dealing with incoming correspondence in line with established procedures.
• Maintain Education Centre diary.
• General office administration including word processing, filing, photocopying, minuting
meetings etc.
• Undertaking reception duties and telephone duties, dealing with the general enquires related
to the work of the Centre, and processing information to appropriate members of staff in accordance with established procedures. Dealing with members of the public and parents when they visit the Centre.
• Process new pupil information and keeping ongoing pupil files and general databases up to
date.
• Contact parents, schools and other agencies with regard to appointments with professional
staff.
• Booking, amending and monitoring pupil transport.
• Undertake general financial administration where necessary.
• Maintain stationery supplies and re-order when necessary.
• Responsible for daily ordering and collection of student lunches
• Complete the administration work for the students taking examinations at the Centre by
sending out the student Statements of Entry and associated paperwork, organising student timetables and transport for exam days, receiving and distributing exam papers to students and returning to Exams Officer at the end of the exam
• Assist Centre Manager in organising trips for students in-line with Service policy
• Be willing to undertake first aid and fire warden training
• Manage the free school meal system within your Centres and make arrangements for
ordering and delivery of vouchers/food parcels if required
• Input attendance data onto ePEP system
• Support Office Manager in the health and safety and maintenance of the site.
• Be aware of and comply with polices and procedures relating to child protection, health,
safety and security, confidentially and data protection, reporting all concerns to an appropriate person.
• Attend and participate in relevant meetings as required.
• To carry out other duties, appropriate to the post, which may be required from time to time
by the Head of Service, Senior Leader or Administrator.

Administrative staff are seen as pivotal to the smooth and efficient running of the Centre and areexpected to work on their own initiative, make decisions, accurately process and record information.Excellent communication skills are required to ensure the accurate transfer of information.The post holder will be expected to work as an effective member of a professional and administrativeteam and manage front line requests/queries/correspondence, both of a professional andadministrative nature. A sensitive approach and ability to act in a calm, reassuring manner areessential attributes when dealing with client groups.To respect, at all times, the confidentiality of all matters pertaining to pupils, their parents/carers andto all staff in the Service.It is expected that the vast majority of enquires will be successfully dealt with by front lineadministrative staff. Confidence and a sound knowledge of Centre processes and procedures areessential attributes.The post holder will be expected to liaise directly with Education Services, Safeguarding leads,schools, BeeU, Educational Psychologists, care organisations, parents and carers.A sound knowledge of procedures regarding confidentially is required, together with the ability to beable to provide relevant information as and when required.To have a sound knowledge of Microsoft Office programmes and a wide experience in administrationwork.

3. The post is based at the Sundorne Site (Sundorne Education Centre and Hook A Gate Education Centre) in Shrewsbury. The appointment will be for thirty hours per week. Working week will be Monday to Friday 8.45am - 2.45pm. The work pattern is term time only. 4. The post carries eligibility to join the Local Government Pension Scheme. Information about this and other pension options will be sent with any formal offer of appointment. 5. The appointment is subject to one month's notice in writing on either side. 6. The appointment is subject to a satisfactory Enhanced Disclosure from the Disclosure and Barring Service. The appointment is also subject to satisfactory medical questionnaire employment references and evidence of the qualification required for the post. 7. Smoking is not permitted in any Shropshire Council buildings. 8. The post holder must have access to suitable means of transport as required for official duties. The post holder must maintain a full current UK driving licence and ensure that their vehicle insurance provides appropriate cover. The post holder will be entitled to claim for reimbursement of the costs of travel on Council business.