Administrative Officer

The experienced Administrative Officer 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. General administration

• Update manual and computerised record/management information systems (MIS), incl student and staff HR & absence records, class lists and internal phone listings
• Update and maintain the school calendar/diary
• Manage the school diary for prospective parent/carer tours
• Update and maintain the school website, ensuring statutory compliance
• 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 SLT and staff as needed
• Book training courses for all staff
• Maintain training records for school staff, incl medical on the school's various MIS
• Order, monitor and manage stock, ensuring best value following the Trust's purchasing processes
• Process orders for resources on behalf of school staff in line with the Trust's purchasing procedures
• 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
• Assist with organising school based medical appointments and clinics, including the organisation of rooms
• Assist in the organisation of school trips in cooperation with other staff. This includes ensuring that staff and external providers (e.g., coach companies) have completed all associated risk assessments
• Keep records in accordance with the school's record retention schedule and data protection law, ensuring information security and confidentiality at all times
• Work with the external contractor to manage, administer, and reconcile the school dinner provision; provide daily school dinner numbers in line with the service level agreement (SLA), review and agree menus each term, administer free school meals, send invoices, and reconcile payments within the school's MIS
• Provide administrative support to the EHCP process; collating, updating, and maintaining student records, whilst ensuring that the schools legal obligations are met in relation to timescales
• Provide administrative support to the Local Authority consultation process; collating and processing requests on behalf of the Headteacher
• Maintain the schools Single Central Record (SCR) in line with Statutory guidance
• Completion of returns for the relevant local authority and DfE as required by the Headteacher
Attendance administration
• Monitor and maintain an accurate record of pupil attendance, producing reports as necessary
• Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed
• Transfer staff absence information into the school's MIS daily
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 pupils 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
• Assist with marketing and promoting the school
Finance
• Collect, record and issue receipts for payments from parents
• Carry out financial administration in line with the Trust's procedures
HR
• Support SLT/HR with the recruitment process up to conditional offer stage; processing applications, arranging interviews, and carrying out online searches, in line with the Trust's Safer Recruitment Policy
Safeguarding
• The school Administration Officer will be required to safeguard and promote the welfare of children and young people and follow school policies and the staff code of conduct.
Other areas of responsibility
• Read and follow the relevant Trust and school policies
• Undertake training required to develop in the role
• Ensure all duties and responsibilities are undertaken in line with the Trust's health and safety policy
• Support with fire/evacuation checks and procedures in line with Trust's policies