School AdministratorJob Description

Lanercost Church of England Primary School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.

Post: School Administrator

Grade: BS6 – £18,070 - £18,745

Hours of Work:Part Time, 26.5 hours per week total, term time only.

Responsible to: The Headteacher

Main Purpose:

Under guidance from the Headteacher, and where appropriate Governors, to be responsible for undertaking administrative, financialand organisational processes within the school; carry out such other associated duties as are reasonably assigned by the Headteacher.

Key Responsibilities:

School Organisation and Administration:

  • Undertake Reception duties: welcome visitors and deal positively with incoming ‘phone calls face to face enquiries from parents, governors and visitors.
  • Manage, maintain, update and process information using the school’s electronic information management system (Scholar Pack), including the administration of admission and attendance procedures.
  • Complete and submit forms and returns required by the LA, DfE, Pensions and other agencies.
  • Undertake typing, word processing and IT based tasks for the Headteacher and staff as appropriate, including drafting letters to parents, proofreading, general typing and correspondence etc.
  • Manage, plan, prioritise and organise own workload to ensure that deadlines are met.

Managing School Resources:

  • Maintain up to date school finance information including accurate and comprehensive electronic budget records, reconciled monthly against LA spreadsheet returns.
  • Check budget spreadsheet returns against invoices and school records, and reconcile any differences.
  • Manage, update weekly and maintain school finances including school meals, breakfast club and uniform.
  • Manage and administer the Petty Cash Account within the Delegated Budget.
  • Manage and administer the School Accounts, and arrange annual audit.

Other Duties (responsible to the Headteacher):

School Organisation and Administration:

  • Ensure the correct procurement of agreed supplies/services/equipment within the budget set.
  • Provide accurate, up to date school information to stakeholders and other interested parties.
  • Promote and market the school to prospective parents, visitors and other agencies, providing full and accurate information.
  • Ensure pupil safety by maintaining, monitoring, revising and updating the Single Central Record of Safeguarding clearance (DBS checks) for staff, volunteers, etc.
  • Check and respond to the County Council portal and school email on a regular basis.
  • Arrange and update school insurance policies, service level agreements and school licences.
  • Undertake the administration of payroll and personnel systems, including the notification of changes to contracts, producing variation sheets, keeping a record of sickness and absence and other staffing issues in liaison with the school’s external provider.
  • Oversee the administration of school trips, events, residentials etc. including pricing, booking visits, visitors and arranging transport for trips out of school.
  • Operate relevant equipment including complex IT packages.
  • Ensure that school complies with,and is up to date with, statutory policies and local guidance in health and safety, finance, safeguarding, data protection, online-safety and administration.
  • Maintain the health and safety management plan, ensuring all safety checks have been done according to timetable.
  • Assist the Headteacher with recruitment process as and when necessary and any HR
  • Contribute to the school website by providing relevant information (e.g. letters) as required.
  • Filing and maintenance of office records.

Managing School Resources:

  • Provide confidential support to the Headteacher in the management of the school office and site, ensuring best practice and value for money at all times.
  • Check stock, order and maintain educational supplies.
  • Complete and process orders and requisitions in accordance with financial regulations to assist with budgetary commitment, including maintenance of records of expenditure.
  • Ensure adequate arrangements for the safe collection, accounting and banking of all monies in accordance with approved regulations.
  • Follow agreed national and local guidance in financial procedures, supporting the school’s application for the SFVS (Schools Financial Value Standard).
  • Oversee the work of contractors for day to day maintenance, ensuring quotes are received and best value secured.
  • Liaise with contractors ensuring that they have access to relevant Health and Safety documents and safeguarding guidance as required.
  • Oversee annual maintenance service contracts and liaise with approved contractors as required.
  • Liaise with external agencies
  • Handle mail, including posting of mail and purchase of stamps.

General:

  • Present a professional, calm, and caring point of contact for visitors, treating all parties with equal and appropriate respect.
  • Establish constructive relationships and communicate with other agencies/ professionals.
  • Attend, record and participate in relevant meetings as required.
  • Support the wellbeing of colleagues and children by being aware of and complying with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
  • Be aware of issues of equality, difference and ensure equal opportunities for all.
  • Participate in training and other learning activities and performance management as required.
  • Carry out such other duties of a clerical/ administrative nature as may be required by the Headteacher.
  • Undertake necessary welfare duties to assist Headteacher and staff when a child is taken ill, including administering first aid.
  • Promote through words and actions, the ethos and mission statement of the school:

“Through a strong Christian ethos, within a happy and caring environment, we encourage each individual to achieve their fullest potential as well as develop their self-belief and respect for themselves, each other and the world around them.”

.”

February 2018, subject to annual review

Variation Clause:

  1. This is a description of the job as it is at the date shown. It is the practice of the school to periodically examine job descriptions, update them and ensure that they relate to the job performed, or to incorporate any proposed changes. This procedure will be conducted by the Headteacher in consultation with the post holder.
  2. In these circumstances it will be the aim to reach agreement on reasonable changes, but if agreement is not possible, management reserves the right to make the changes to the job description following consultation.

Flexibility Clause:Other duties and responsibilities expressed and implied which arise from the nature and character of the post within the school.

School Administrator - Person Specification

Essential /

Desirable

  1. Training & Qualifications
  • NVQ 3 or equivalent secretarial qualification or experience in relevant discipline
  • Experience of MIS software (e.g. Scholar Pack) and Excel spreadsheets
  • Excellent Literacy and Numeracy skills
  • Excellent ICT skills & training in word processing
/
  • NVQ Level 4 or equivalent qualification
  • Experience of working with children in a caring role
  • Some experience of recent First Aid training

  1. Abilities & Skills
Demonstrate the ability to…
  • communicate positively and respectfully, and relate well to children and adults
  • present a professional image as a key member of the school team
  • work constructively as part of a team, understanding school roles and responsibilities and one’s own position within these
  • work confidentially and handle all data sensitively and appropriately
  • record expenditure and monitor/ reconcile financial transactions
  • analyse and interpret data and information and present key findings and reports to others
  • plan and develop systems to maximise efficiency
  • manage time and prioritise workload
  • self-evaluate learning needs and actively seek learning opportunities, with interest in furthering professional development

3. Employment experience
  • Experience of working in an office environment
  • Experience of operation,development and of administrative systems
  • Experience of basic book keeping, tracking and managing budgets
/
  • Experience of development, management and operation of administrative systemsin a school based setting
  • Experience of accounting via financial management programmes

4. Knowledge
  • Awareness of Health and Safety issues at work
  • Understanding of the need for confidentiality, safeguarding pupils, and data protection
  • Good working knowledge of Microsoft Office software
  • Good knowledge of Standard English and grammar
/
  • Awareness of safeguarding, child protection, health & safety issues relating to schools
  • Knowledge of Cumbrian LA accounting and communication procedures
  • Working knowledge of relevant policies/ codes of practice & relevant legislation

5. Personal Qualities
  • Willing to learn new skills, systems, techniques and to undergo further training
  • Willing to promote the school’s ethos & vision with the children & community
  • Willing to attend occasional meetings outside normal hours
  • Discrete, professional & respectful
  • Positive, flexible & adaptable
  • Caring, empathetic & enthusiastic
/
  • Willing to become involved in whole school and community events