Administrator

To provide high quality administrative support to the school including taking a lead on organising and minuting Annual Reviews and being the clerk to the Local Academy Board

Introduction:

This job description describes in general terms the normal duties which the post-holder will be expected to undertake. However, the job or duties described may vary or be amended from time to time without changing the level of responsibility associated with the post.

The performance of all duties and responsibilities shown below will be under the reasonable direction of the School Business Manager, Head of School and Head Teacher. They will be mindful of their duty to ensure that the employee has a reasonable workload and sufficient support to carry out the duties of the post.

This job description will be reviewed at least annually and any changes will be subject to consultation. The school's grievance procedure will be used to resolve any disagreement arising out of the job description.

Annual Reviews

• Manage the administration of the EHCP review process, including scheduling of


annual reviews, gathering of reports from school staff and sending documents to the Local Authority in line with statutory timeframes. Arrange interim and emergency annual reviews as required.


• Produce and communicate the annual review schedule to all staff.



• Collate, proofread and send out accurate reports both before and after the annual


review meetings in line with statutory timeframes and the SEN Code of Practice.


• Attend review meetings to take minutes and capture actions agreed at the meeting.



• Ensure that actions agreed at EHCP review meetings are followed up as part of the


process including requests for additional funding and any proposed transition.


• Communicate effectively, both verbally and in writing, to stakeholders, adapting


communication as required.


• Use the school's information systems to input and retrieve information required to


support the EHCP review process.


• Gather and securely store the collection of confidential and non-confidential reports


from external agencies that are required to complete the EHCP review process in

both paper and electronic format.


• Under the direction of the Business Manager or Headteacher, implement changes and updates to the EHCP


review process.

· Archive EHCP review paperwork in line with the school's retention policy.

Clerk to the Local Academy Board

· Prepare an agenda for Local Academy Board (LAB) meetings in collaboration with the Head Teacher and Chair using the Trust's standing agenda schedule

· Convene meetings of the LAB including sending notices, agenda and papers in a timely manner before meetings

· Prepare and distribute meeting schedules for the academic year

· Effective administration of meetings including taking the minutes and ensuring the minutes are compiled in a timely fashion

· Maintain a record of signed minutes of meetings in school, and ensure copies are sent to relevant bodies on request.

· Maintain registers of:

· the members of the LAB including their terms of office

· business interests of the LAB members

· attendance at meetings and report non-attendance

· training

· Respond to queries from LAB members

· Ensure Disclosure and Barring and eligibility checks have been carried out on LAB members by the Business Manager

· Report any changes in membership to the LAB, Chair and Governance Manager

· Keep up to date with current educational developments and legislation affecting school governance.

· Support with recruitment and induction of LAB members

· Support with the annual skills audit

· Support with administration of parental complaints

Other Admin:


• Support with student welfare duties, including administration of medicines, liaising with parents, carers, staff, agencies and professionals



• Support Business Manager and SLT in administration of admissions and consultations.



• Undertake marketing activities e.g. posting to the school Instagram and preparation of newsletters



• Undertake reception duties when required (e.g. when the Receptionist is absent or already taking a call) including answering telephones and face to face enquiries, taking and recording messages, welcoming visitors, accepting deliveries



• Undertake organisational arrangements e.g. supporting recruitment and selection, school trips, student transitions, school events as requested by the School Business Manager and subject to time available around other commitments



• Cover for, deputise and support other members of the office team



• Undertake word processing and other IT based tasks, such as correspondence, reports, newsletters, spreadsheets, communications as directed by the Headteacher or Manage manual and computerised recording and information systems, including student records



• Provide administrative and organisational support to staff



• Deal sensitively with confidential information, queries and complaints; to ask for the support of senior colleagues when appropriate



• Support the selection, management, and managing of resources, e.g. stationary, uniform class resources



• Take a role in procurement and purchasing, obtaining quotes etc and inputting orders and invoices onto Approval Max as requested by the School Business Manager and subject to time available around other commitments



• Operate a range of equipment/ICT packages: Word, Excel, and specialist software, e.g. Approval Max, RM Integris



• Support administration of facilities including the use of school premises