Office Administrator

Purpose Of The Role

• To be a warm, welcoming and approachable first point of contact for the school, acting as an ambassador for the school when meeting parents, pupils and other visitors, and providing a friendly, professional and helpful service.
• To provide general administrative support to the school under the instruction of Senior Staff and to assist in the efficient running of the school office.
• To contribute to the overall vision and ethos of the school, ensuring the best standards possible for pupils and staff.
• To be aware of and support differences and to ensure equal opportunities for all.
• This role reports directly to the School Business Manager. Key Responsibilities (the post holder may be requested to undertake any but not necessarily all of the following duties. Duties required will be directed by the School Business Manager, According To The School's Needs) Reception
• Providing a warm welcome to all. Dealing with telephone and face to face enquiries in an efficient and professional manner.
• Ensuring that all messages are deal with in a timely and accurate fashion and, where relevant, relayed to colleagues promptly.
• Dealing with incoming and outgoing post.
• Maintaining the security and safeguarding of the school by controlling access and ensuring the completion of relevant procedures, i.e. signing in, checking identification, issuing passes and notifying visitors of safeguarding and safety procedures.
• Being alert to unknown individuals on the school premises and reporting any concerns in line with the school's procedures.
• Providing information and support to other staff members as required.
• Providing hospitality for visitors.
• Ensuring that all information is treated confidentially and to have absolute discretion at all times, complying with the school's data protection procedures. Administrative
• Updating manual and computerised records/management information systems.
• Keeping records in accordance with the school's record retention schedule and data protection law, ensuring information security and confidentiality at all times.
• Monitoring and maintaining an accurate record of pupil attendance, producing reports as necessary.
• Monitoring the late arrival of pupils and contacting parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed.
• Managing the school's email inbox, ensuring the school meets its expected response times and ensuring that emails are forwarded to the relevant staff member as necessary.
• Managing and organising completed forms from parents and carers- this may involve uploading information to the Management Information System, maintaining spreadsheets of pupil permissions and ensuring that staff are aware of these.
• Producing reports from the Management Information System under the direction of the School Business Manager.
• Liaising with the admissions team to complete the process of admitting new pupils into the school.
• Assisting with the organisation of school trips.
• Placing orders, checking goods and monitoring paperwork. Ensuring that stationery stock is monitored and kept at a reasonable level.
• Updating and distributing communication, which may include but is not limited to the school's website, social media, school noticeboards, newsletters and other communication with parents, colleagues and the community.
• Assisting the School Business Manager in marketing the school.
• Maintaining the school diary.
• Attending, participating and taking notes at meetings as required.
• Administering first aid to pupils with illness or injury and escalating any serious or ongoing issues to parents or healthcare professionals. Following correct reporting procedures for any incidents.
• Managing medicines effectively and safely following West Sussex guidelines.
• Undertaking general administrative duties such as photocopying, filing, emailing and completion of routine forms. Maintaining the operation of the printer and photocopier to ensure it is ready to use at all times, resolving any issues as necessary.
• Assisting with organising parents' evenings and other meetings and events, including the organisation of rooms and equipment and providing refreshments as required. Other Areas Of Responsibility
• Reading and following the relevant school policies.
• Undertaking training required to develop in the role.
• Ensuring all duties and responsibilities are undertaken in line with the school's health and safety policy
• Contributing to the safety of children and young people and protecting them from harm.
• Undertaking any other reasonable duties as determined by the School Business Manager and the Headteacher. Visits to the school are actively encouraged. For further information please telephone Mrs Jane Singerman, School Business Manager (01403 270460).