JOB TITLE: Office Administrator

HOURS: 17 per week, 39 weeks per year

PAYSCALE: Grade C £22,919 to £24,133 fte

We are seeking to appoint an enthusiastic Office Administrator to assist in the running of our busy school office for 17 hours a week, Tuesday to Thursday, term time only plus INSET days. 

PURPOSE OF THE JOB

To provide routine general day to day clerical and administrative support as a member of the school’s office support team, as directed and under the supervision of the Trust Business Manager.

Accountable to: Headteacher and Trust Business Manager

DUTIES AND RESPONSIBILITIES

• Reception duties, including answering the telephone in a friendly, professional manner.

• Provide a warm welcome for parents and visitors, dealing with a variety of queries and requests efficiently.

• Ensure visitors and volunteers sign in and out correctly, are checked against the SCR and take a badge.

• Assist with attendance administration in Arbor and school meals administration in Tucasi. To use Tucasi to help with parent queries regarding bookings for events and clubs and advise on payments.

• Arrange routine appointments for parents, pupil medicals etc.

• Ensure emails are checked and responded to regularly throughout the day, and deleted once dealt with.

• To assist in the administration of Educational Visits in conjunction with the Trust Business Manager

• To administer the after school and lunchtime clubs offering each term

• Assist with pupil first aid / welfare duties including administering medication.

• Record and distribute Healthcare plans, medical alerts and special diet forms to all concerned

• Assist, as directed, with the distribution and storage of a wide range of computerized and paper based records, reports and information packages.

• Assist with regular maintenance of office filing systems, retaining documents, correspondence and other records.

• General office duties including maintaining the diary, typing and photocopying.

• Assist with arrangements for annual events e.g. Triathlon, Waverley Abbey Challenge

• Contact parents by phone, text or email as requested.

• Any other tasks that that are reasonably commensurate with the role.

ICT

• Undertake day to day maintenance of the Arbor pupil data base.

• Review and update school website as necessary.

HEALTH & SAFETY

• Routine updating of medical records and IHPs in Arbor.

• Assist with completion of accident reports when applicable.

• Ensure site security is maintained at all times, and ensuring all visitors sign in

correctly are are checked against the Single Central Record.

GENERAL

• Provide refreshments for visitors.

• Ensure the office is kept tidy and presentable at all times.

• Attend relevant training as required including First Aid.

• Check and replenish first aid boxes regularly.

The successful candidate will have:

• Excellent interpersonal skills, possess a calm, courteous and professional manner especially when under pressure.
• Maintain confidentiality at all times when dealing with parents and staff
• Be familiar with administration work in a busy office or school environment.
• Familiarity with school database packages would be an advantage.
• Have First Aid training or be willing to undertake training
• Have good numeracy and literacy skills
• Be used to working with children and members of the public
• Have strong time management skills and the ability to prioritise a wide ranging workload whilst adapting to the varying demands of pupils, parents and staff.
• Previous school experience would be an advantage.

We reserve the right to interview before the closing date if suitable applications are received.

The Good Shepherd Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment.