St. Augustine’s Catholic Primary School
Job DescriptionSenior Administrative Assistant
Job Purpose
You provide an efficient and sensitive administrative service to support the Headteacher.
You are responsible for the Administrative Assistant under the direction of the Headteacher.
This job description describes in general the normal duties which the post holder will be expected to undertake. However, the job or duties described may vary or be amended from time to time without changing the level of responsibility associated with the post. You will also be required to cover other admin duties in the school during periods of absence.
Responsibilities
Undertake the full range of secretarial duties for the Headteacher, including drafting letters to ensure well presented and accurate correspondence, reports, Parentmail and other documentation including developing the weekly newsletter.
Answering the telephone, taking messages, communicating these to Headteacher, staff and pupils. Deal with the post. Take in deliveries and check off contents against delivery notes. Filing.To oversee timely and efficient maintenance of the school calendar and room allocation
Manage the work of the school office together with the Administrative Assistant, plan and co-ordinate the work to ensure deadlines are met.
To be the first point of contact for all central and outside agencies. Assess concerns, queries and complaints from parents, Area Education Staff and outside bodies to ensure these are dealt with effectively and within LAand School guidelines and procedures, ensuring that all necessary procedures and deadlines are complied with.
Maintain registers both manually and electronically, having responsibility for entries in the late book, absence letters, holiday/absence requests. Make telephone calls to parents by 10am if a child’s absence hasnot been reported.
Maintain and update all pupil database files, documents, correspondence and DofE and other agency forms, to assist the Headteacher and other teaching staff, ensure that all the necessary procedures and deadlines are complied with.
Be responsible for the School’s Admissions Policy; ensuring the policy is updated/reviewed on a yearly basis with reference to the LA and Diocese model policies and that the policy ispresented to the Community Committee for recommendation of adoption by the FGB ;ensuring the School’s full determined arrangements are published annually in April on the Local Authority website.
Be responsible for the schools admissions; collate, manage and monitor all applications; attend any admission meetings, appeal meetings and any necessary training. Dealing with all applications within the deadlines set out by the LA.
Provide prospective parents with information on the school.
Complete relevant forms for pupils leaving the school, update the Pupil Database; and send pupils’ files and electronic records (CTF) to the relevant primary/secondary schools to ensure that procedures are complied with.
To administer and liaise with the Bursar re.school sickness absence procedures etc. To be responsible for ensuring daily records of staff sickness absence/other absence are maintained. Organise supply cover for staff absence, both sickness and scheduled courses/meetings.
Together with the Bursar update the School’s Emergency and Business Continuity Plan including the Severe Weather Closure Risk Assessment and Action Plan on a yearly basis.
Administer and maintain the Single Central Record, ensuring all staff and volunteers have DBS checks and relevant documents for ‘Prevention of Illegal working’. Give the Bursar regular updates for reporting to the Governors. Undertake relevant training.
Be responsible for managing and maintaining the Asset Register, updating on a biannual basis.
Be responsible for the School Voluntary Fund which includes the Year 6 residential trip and the Governor’s 10% contribution from parents. Be responsible for correspondence, collection, recording, banking of all monies and reconciling of all the Funds bank statements in a timely manner. Maintain, monitor and reconcile the School Voluntary Fund to ensure accuracy and compliance with audit procedures. Together with the Bursar prepare the School Voluntary Fund for audit.
Supervise children awaiting collection after school, contacting parents and carers as necessary. Managing and maintaining entries in the late ‘pick up’ book, following procedures according to the Absence Policy.
Administer first aid to pupils as appropriate, maintain medical records on pupils making teachers aware – undertaking the appropriate training
Maintain a strict code of confidentiality
Comply with the School’s Health & Safety requirements and procedures. In line with the School’s Health and Safety Policy ensure that all risk assessments, including eg classroom, caretakers and first aid, are updated annually. Be responsible for the Fire Warden activities and updating the Fire Plan on an annual basis.
This job outline is not an exhaustive list of your duties and you will be required to undertake other duties that come within your range of competencies.
Hours: 6th January 2014 to 28th February 2014 8.30 am – 5.00pm22.5hours per weekwith 1 hour for lunch, working Wednesday, Thursday and Friday. From 1st MarchMonday, Tuesday and Wednesday 8.30am to 4.30am, Thursday and Friday 8.30am to 5.00pm 36 hours, with 1 hour for lunch, five days per week. Term-time only including INSET training days (39 weeks)
Rate:Kent Range 4 £16,306 - £17,131pro rata
Holidays:24 days paid holiday, to be taken during school holidays