2016Gladstone School
Office Administrator Job Description
Job Title:Office Administrator
Staff Member:
Employer:Gladstone School Board of Trustees
Responsible To:Principal
Hours:25 hours per week.
Contract:Non NZEI member but employed as per conditions of
Support Staff in Schools Collective Agreement 6 June 2014 to
5 December 2016.
Pay Scale:Administrative Scale B. Step
………………………..
Key Responsibilities
Communication
Effectively process all phone calls and reception of visitors in a manner that reflects the positive character of Gladstone School. Relay and receive messages appropriately (verbal / written). Maintain good communication and positive relationships with the students & their families, staff, professionals and visitors to the school.
Maintain confidentiality at all times.
Finance
Prepare and record banking and payments for student accounts.
Prepare invoices and deposit of money as required by the Principal. Prepare breakdown of all depositis with code references appropriately.
Code invoices for payment as per identified area of responsibility and hand to Principal.
Forward information to the accountant as requested by the Principal.
Prepare and send out school student accounts once per term.
Inform the Principal of any outstanding accounts and inform classroom teachers of any questionable stationery requests.
Processing of Tranzit bus tickets.
Petty cash book (code etc) details recorded.
Deposit student banking 1x per week (Thursday or Friday)
Keep records asper the given year for auditing purposes.
Document Processing
To word process and photocopy documents as required by the Principal and for other staff when approved by the Principal.
To file documents effectively and maintain sysems for housing.
To process and distribute regular school newsletter to school community. To update newsletter onto the school website. Maintain up to date email contacts for distribution.
To distribute the community newsletter to the staff within the school community who do not already receive it when given.
To back up server regularly as per timetable i.e.weekly as discussed with Principal.
Maintain an up to date Office Administrators folder as a reference folder for tasks such as ENROL, Processing withdrawals and admissions, Assembly print outs etc.
BOT Minute Secretary– Hours for attendance at meeting are paid over and above the office hours
To accuately record minutes for the BOT meetings and distribute as requested.
To keep the BOT minute book organised and up to date.
To house reviewed procedures and policies into the Policy and Procedure folder.
Photocopier
Photocopier issues are to be followed up by the Office Administrator with the photocopier technician asap (and advise Principal if effects school admin / more serious).
Update staff photocopying permission at the beginning of each month. See Principal for any additional increases to staff amount of copying required.
Stationery and Uniform Stock
To order and distribute all stationery and uniforms in a timely manneer.
Keep accurate stationery lists on file and display.
Maintain efficient system for housing stationery and uniformsensuring only authorised people are accessing these areas..
Maintain appropriate records and complete the annual stocktake within the annual timeline.
Special Event Days
To prepare entries and results for Pet Day.
To advise delegated people of any special requirements for Pet Day.
To order ribbons and process certificates.
To collect in cups and organise engraving.
To house records appropriately.
Student Record Management
Process daily absences on Assembly (or from hard copy for relievers) and follow up with class teacher and phone calls to parent caregivers immediately of any unknown absentees by 9.10am. (Check with Principal first to ensure no other infomration has come to hand that morning regarding student absence before phoning).
Advise Principal (or Teacher in Charge) of any anomilies immediately at latest by 9.15 am. Repeat at 1.25pm.
Ensure whiteboard in office has accurate info regarding student abscences.
Maintain daily afternoon bus lists, recording information into notebook accurately. Bus lists to be processed accuratelyt for Monday.
Process student admission and withdrawal information on Assembly and ENROL promptly and accurately as requested by Principal.
To file and distribute student admission/withdrawal information appropriately and accurately.
Provide school data for the Ministry returns for the Principal as requested.
Process student transfer documentation when requested, as soon as possible after the student has been withdrawn.
Assembly management system & ENROL information kept up to date and accurate.
Administration Folder kept up to date for Principal / Teachers access.
First Aid
To adminster first aid to students as required during class time and before school i.e. more complicated first aid, also as a back up to the duty teacher when they are required else where. To support senior management in cases of emergency. To advise the Principal (or Teacher in Charge) immediatley of any serious accidents or illness. To keep first aid certificate up to date. To maintain first aid supplies and keep in organised manner. To ensure records are kept up to date and accurate in first aid record book. To adminster medication to identified students.
Over Time:
When faced with more tasks than can be completed within the given hours i.e. 8.30am – 2pm, tasks will be prioritised by the Principal. All over time hours must be negotiated with the Principal before commencing tasks (this would be earlier in the day). Remuneration for agreed overtime will be paid at the current rate of pay.
School Policies
To follow and observeall policies and procedures of Gladstone School safely and correctly.
Principal:………………………………. Staff Member:…………………………………
Date: Review Date:December 2016