Sutton Valence Primary School
Job Description
Administration Assistant
Purpose of Job:
Maintain the efficient running of the school office, providing a sensitive administrative service to the Headteacher, Senior Leadership Team and the Finance Officer/School Secretary. Act as the first port of call for visitors to the school and assist pupils and parents with any problems that they may have. To uphold the good standing of the school and raise its profile by providing literature and display materials.
Dimensions:
School Roll: 210 pupils
Staff: Headteacher, Deputy Headteacher, Senco, 7 Teachers, 10 Support Staff,
1 Finance Officer/School Secretary, 1 Administration Assistant, 1 Caretaker, 1 Cleaner, 4 Mid-day Meals Supervisors
Line Management: Reports to Finance Officer/School Secretary and Headteacher.
General Duties and Responsibilities:
Provide first point of contact for pupils and parents at reception to deal with any enquiries and problems that arise in the first instance, or refer them on to ensure that problems are dealt with efficiently.
Answer the telephone, take messages and filter visitors and enquiries as appropriate, host visitors when needed.
To provide general clerical duties; filing, opening and distribution of mail, record and post outgoing mail, distribution of mail to parents and governors etc. general typing and word processing for letters and memoranda, composing letters for signature, etc.
To provide administrative support to the Headteacher including organising the diary, booking appointments, correspondence, post, email, filing, preparation of documents and fielding phone calls as required.
To maintain adequate office supplies, ordering equipment when necessary in accordance with the Governing Body’s finance policy.
Supporting the Secretary in managing the SIMS database to ensure accurate recording and retrieval of information relating to pupils, attending meetings and training as necessary.
Support the Secretary in collating and monitoring applications for admissions, including new intake of pupils; provide prospective parents with information on the school; enter new intake onto the SIMS pupil database, ensuring that the necessary procedures are complied with.
Support the Secretary to maintain attendance records, entering onto SIMS Attendance module weekly, and monitor absences daily through registers, contacting parents if necessary.
To be responsible for maintaining the ParentMail system, adding or deleting contacts as necessary and liaising with the host company, to provide timely communication with parents for newsletters, activities etc.
To be responsible for the compilation of regular newsletters and maintaining the school website.
Provide some administrative support for the SENCo, liaising with outside agencies and parents as necessary to set up meetings, providing written confirmation.
Assist with organising school medicals, liaising with the doctor, school nurses and local health authority as appropriate.
Administer medicines to pupils to ensure their welfare at school in line with the school policy on medicines.
To tend to children sent to the office with injuries or illness and contact parents or responsible adult as necessary.
Be a member of the school first aid team and undertake training as necessary.
Assist in maintaining the office diary, booking appointments and liaising with staff when parents and/or suppliers request appointments.
Assist in the collation of all monies relating to school activities, as required by the Finance Officer.
Checking and maintaining school uniform stock levels and selling uniform to parents and pupils.
General typing and word processing to assist the Headteacher, teaching staff and Finance Officer as necessary.
Deal with any emergency issues to ensure the efficient running of the school office is maintained.
Maintain an orderly office.
To whom responsible:
Headteacher
Signed …………………………………………. Date …………………………….
Signed …………………………………………. (Headteacher)