SCHOOL OFFICE ADMINISTRATOR

JOB DESCRIPTION

HOURS36 hours per week 41 weeks per year (39 weeks are Term Time only)

SALARY GRADE£22,422-£24,819

PERSON WHOM ADMINISTRATOR IS RESPONSIBLETO: School Business Manager

RESPONSIBLE FOR: Mealtime Supervisors

STATUS OF POST

This is an administrative post within the school’s administration Team. The postholder is accountable to the School Business Manager and reports to both the School Business Manager and Headteacher where appropriate.

MAIN PURPOSE OF POST

Higher level

To provide a frontline service to children, parents and community in relation to the day to day well being of children

To assist teaching staff in ensuring that children’s personal needs are met throughout the day

Responsible to the School Business Manager and Headteacher for the efficient conduct of the school’s office, including pupil records and data and general administration

To provide a personal assistant service to the School Business Manager in relation to the day to day running of the school’s business

Responsible for the data collection and evaluation regarding pupil attendance and punctuality, and resulting action taken

Responsible for the communication about, collection and management of school dinner monies and the related arrangements with the school dinner provider

Responsible for the distribution of school post to relevant staff; for photocopying and general administration duties in the school office, delegating to maximise efficiency of the office.

To complete school correspondence, publications and newsletters as required.

To line manage the School Mealtime Supervisors.

MAIN ACTIVITIES AND RESPONSIBILITIES

Pupil Records and data

  1. To take lead responsibility for ensuring that children’s records, both manual and computerised are up to date at all times. Generate pupil data reports as requested. Ensures the secure storage of pupil records. Ensure that files are requested for new children and passed on for leavers
  2. Maintain a good knowledge of the School Management Information Sytem (MIS) in order to resolve queries and pass on information as required
  3. Arrange classes on the computer system MIS, allocating children and teachers as appropriate. Carry out end of year procedure moving children up to new classes
  4. In liaison with Senior Leaders, ensure electronic assessment records are kept up-to-date
  5. Undertake statistical returns, including School Census Returns and EYFS profiles
  6. Responsible for ensuring that security procedures are followed in line with the Data Protection Act and current guidelines

Attendance

  1. Operates the agreed child attendance and punctuality procedure. Operates the lateness procedure at the start of the day and follow up absenteeism, liaising with Education Welfare to refer families with poor attendance and punctuality. Follow up all unauthorised absences.
  2. In liaison with the Inclusion Manager, liaise with outside agencies, Education Welfare, Pupil Services, Social Services etc, to ensure the accurate recording and welfare of children.
  3. Print attendance registers weekly. Check and mark registers daily as appropriate. Feed registers electronically to update the MIS system.
  4. Undertake statistical returns. Help in the preparation of the annual School Census return to the DfES.
  5. Undertake termly absence returns to both the DfE as appropriate. Undertakes termly upload to DfE. Completes the Foundation Stage Profile for the DfE.

Dinner Money

  1. Responsible for ensuring the smooth running of the school meal service.
  2. Undertake all administration in relation to school lunches.
  3. Supervises the Meal Supervisors acting as a point of contact
  4. Responsible for liaising with kitchen staff in helping to ensure that meal times run smoothly.
  5. Deals with issues relating to the quality and quantity of food provided on a daily basis under the direction of the Physical Health and Well BeingTeam Leader and School Business Manager.
  6. Authorise free school meals in line with DfE guidance. Answers queries in relation to entitlement. Maintains documentation and operates system for renewal and follow up. Complete statistical return.

Office Management and General Administration

  1. Responsible for assessing the needs of administration within the school. Formulate and ensure the effective operation of administrative procedures.
  2. Responsible for the submission of relevant information to SLT, the Headteacher and outside agencies eg. DfE, LA
  3. Manage the day to day functions of the school office, ensuring that the administrative requirements of the school and accounting requirements of the school are met.
  4. Receive callers and visitors to the school, dealing with enquires and providing information as necessary.
  5. Undertake all administrative tasks such as typing as required, particularly reports. Photocopy, collate and distribute documents as necessary. Fax documents, open post and distribute.
  6. Deal with staff, parent and children’s queries.
  7. In liaison with the Inclusion Manger, liaises with health professionals on behalf of the school, ensuring that information is passed efficiently between professionals and families. Make appointments for screening with Dentists, Doctors and Nurses ensuring the smooth operation of health sessions when scheduled.
  8. Organise school photographer twice yearly and plan sessions to run smoothly during the school day.
  9. Liaise with the teaching staff to ensure the efficient administration of SATS, booking the courier collection service in line with agreed dates, ensuring the correct security documentation is completed. Arranges for the dispatch of KS1 Teachers Assessments. Electronic completion of the Foundation Stage Profiling.
  10. Provide a frontline service to new parents, obtaining information, liaising with other schools, teaching staff, Inclusion Manager, School Business Manager etc in offering a start date. Organise open mornings.
  11. Advise parents re administration elements of secondary transfer. Liaise with Pupil Services and secondary schools to ensure information is accurately relayed, computer systems updated and files transferred.
  12. Responsible for the effective administration of first aid; orders supplies, deals with emergencies, is a qualified first aider.
  13. Provide administrative and organisational support to the governors.
  1. Assist in arangements for school trips and events etc.
  1. Undertake financial administration under the guidance of the School Business Manager.

Technical Support

  1. Responsible for ensuring the maintenance of administration ICT equipment.
  1. Be frontline support for day to day maintenance of ICT, liaising with IT technician as necessary, ensuring the smooth running of all school IT systems.
  1. Advise the School Business Manager, Headteacher and Governors on ICT technical matters.

Public Relations

  1. Assume the lead responsibility for ensuring that parents, carers and visitors receive a positive welcome.
  1. Be responsible for the standard and presentation of written communication leaving the school.
  1. Ensure that parents, carers and governors are kept up-to-date with the life of the school through the school website.
  1. Take an active role in assisting the Headteacher and Governors to promote the school and its Jewish ethos.

Resources Management

  1. Ensure that there are clear up to date systems for recording and security of all school equipment.
  1. Oversee the supply of school uniform.
  1. Ensure that stocks are maintained in all areas such as stationery supplies, uniform, security passes etc.

Child Protection and Safeguarding

  1. To be fully aware of and understand the duties and responsibilities arising from the Children’s Act 2004 and Working Together in relation to child protection and safeguarding children and young people as this applies to the worker’s role within the organisation.
  1. To also be fully aware of the principles of safeguarding as they apply to vulnerable adults in relation to the worker’s role.
  1. To ensure that the worker’s line manager is made aware and kept fully in formed of any concerns which the worker may have in relation to safeguarding and/or child protection.

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. The worker will be expected to undertake such other duties as the School Business Manager from time to time may direct.

Employees will be expected to comply with any reasonable request from the School Business Managerand Headteacher to undertake work of a similar level not specified in this job description.

This job description is current at the date shown, but in consultation with you, may be changed by the School Business Manageror Headteacher to reflect or anticipate changes in the job commensurate with the grade and job title.

SCHOOL OFFICE ADMINISTRATOR

Person Specificaton

JOB REQUIREMENTS

/

Essential

/ Desirable

Qualifications

Excellent standard of literact and numeracy. 4 GCSE including English and Maths (A*-C) or equivalent. / 
First Aid Qualification / 

Experience

Relevant work experience / 
Experience of the use of a wide range of computer software (e.g. sims, word processing, spreadsheets, databases). / 
Experience of development, management and operation of administrative systems
Knowledge/experience of Education sector and/or schools. / 

Skills, knowledge and Understanding

Ability to undertake a range of office administration, accurately and efficiently, including good standard of ICT skills. / 
Self motivated and ability to work using own initiative / 
Flexibility and ability to work as part of and to contribute to the school administrative team. / 
Ability to deal sensitively and in confidence with a wide range of issues relating to working practices. / 
Ability to communicate effectively at all levels both verbally and in writing. / 
Ability to work effectively under pressure and to manage own workload in a very busy environment. / 
Ability to work methodically, ensuring attention to detail. / 
Problem Solving with a solution based attitude / 
Ability to relate well to children and adults / 
Personal Good timekeeping, smart professional appearance, total honesty, integrity, and reliability, energy, enthusiasm , kind, sense of humour. / 
Other Requirements
A commitment to on-going personal development and willingness to undertake appropriate training / 
A high degree of motivation to be fully committed to work in a school environment. / 
A high degree of motivation to be fully committed to work in a school environment. / 
Full working knowledge and understanding of relevant policies/codes of practice/legislation. / 
Appointment to the post is subject to a satisfactory enhanced DBS check / 
Evidence of commitment to safeguarding and protecting the welfare of children / 

School Office Administrator November 2015Mosaic Jewish Primary School