Job Description

• To act as first point of contact for all visitors to the school, in person or by telephone.
• To provide administrative support
• To be responsible for maintaining accurate pupil data including attendance records and reports
• To undertake administration in relation to personnel and payroll processes

Administration

1. To welcome all visitors to the school, ensuring signing in procedures are followed in accordance with safeguarding procedures. To ensure that visitors, volunteers and contractors are recorded on the Single
2. Central Record. To arrange for contractors to be escorted where necessary.
3. To receive and priorities incoming telephone calls and e-mails, dealing with them promptly and appropriately, accurately recording messages as required and ensuring any follow up action is taken.
4. To liaise with staff, governors, pupils, parents and outside agencies as and when required.
5. To maintain the school diary on a daily basis, in liaison with the Leadership Team, ensuring all events, bookings, visitors, etc. are included. To be aware of all visitors who are expected at the school.
6. To photocopy and distribute letters for parents/careers to class teachers in a timely manner as requested.
7. To maintain accurate pupil records, ensuring all new pupils joining the school and those leaving are recorded on the school’s administration systems.
8. To ensure all data stored is accurate and up to date. To ensure the utmost confidentiality with regard to such data and information.
9. To prepare all monies, cheques and online payments received by the school for banking, ensuring appropriate use of the schools’ bank account and full adherence to the school’s scheme of delegation.
10. To act as coordinator for the Parentpay system
11. To ensure that all invoices received are authorized by the appropriate signatory and forwarded for payment in a timely manner.
12. To be responsible for the production of school invoices relating to all school income generation, including wraparound care and charges made to pupils for various school and recreational activities arranged by the school. To monitor all payments received from debtors on a regular basis and to advise the Head teacher of overdue debts for further action, ensuring such action takes place and monitoring success.
13. To carry out the administration of after school clubs, ensuring that registers are returned promptly to the office and parents contacted immediately if necessary.
14. To record late arrivals and absences of pupils during the day.
15. To maintain accurate school attendance records and process data. To assist in the production of reports and statistical information relating to school attendance as requested.
16. To be responsible for administration including registration and payment claims.
17. To update the school website on a regular basis.
18. To undertake typing of correspondence, standard letters, reports, publications and other documents as required.
19. To be responsible for reprographics and document collation, ensuring adequate stocks of paper and photocopier toner, and ensuring the photocopier is maintained and repaired as necessary.
20. To undertake filing in accordance with the established systems. To work within and maintain all established administrative systems and procedures.
21. To assist in the maintenance of the school meals records, as required.
22. To assist in the arrangements and organization of medicals e.g. eye tests, and administration relating to prescribed drugs and first aid.
23. To attend meetings and take notes as requested.
24. To collate and check payroll forms received and to ensure they are authorized by the Head teacher, and submitted via payroll before the payroll deadline date each month.
25. To carry out administration associated with recording new staff, leavers and variations to contracts on the payroll system, and communicating all alterations to staff pay and appropriate record keeping of all such information.
26. To ensure that all new staff, volunteers and governors undergo relevant safeguarding checks, and that any follow-up actions have been carried out prior to commencement date.
27. To maintain the Single Central Record, ensuring it is compliant with statutory legislation at all times. To remain abreast of changes to our requirements. To meet regularly with the Designated Safeguarding lead to check and liaise on the implementation of latest safeguarding guidance.
28. To ensure correct and up to date staffing information is held on the IMS system and to hold personnel files for all staff, ensuring statutory documentation is held on all files.
29. To accurately record staff absences on the IMS and payroll systems.
30. To maintain at all times the utmost confidentiality with regard to all financial reports, records, personal data relating to staff and other information of a sensitive or confidential nature.
31. To carry out the finance administration of school trips, including arranging travel and preparing letters to parents in liaison with Leadership Team/Class Teachers.
32. To assist in all finance admin of stock checks/ordering/purchase requisition management.

General Responsibilities

• To be aware of and work in accordance with the school’s child protection policies and procedures in order to safeguard and promote the welfare of children and to raise any concerns relating to such procedures.
• To be aware of and adhere to applicable rules, regulations, legislation and procedures including the school’s Equal Opportunities Policy and Code of Conduct, and national legislation (including Health and
• Safety, Data Protection).
• To maintain confidentiality acquired in the course of undertaking duties for the school.
• The post holder is responsible for his/her own self-development on a continuous basis.
• To undertake other duties appropriate to the grading of the post as required.

Benefits:

• Company pension
• On-site parking
• Sick pay

Schedule:

• Day shift
• Monday to Friday

Required Knowledge, Skills, and Abilities

Education:

• GCSE or equivalent (required)

Experience:

• Administrative: 1 year (required)

Language:

• English (required)