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Administrator

Employer
The Haven School
Location
Dunston Business Village, Stafford
Salary
£20 000-£24 000
Closing date
25 Feb 2025
Reference
Haven

Job description for the post of: Administrative Assistant  

Job details  

Salary: Dependent upon experience  

Hours: Monday to Friday 8.30-3.00 (negotiable) 

Contract type:  Permanent Salary based on experience £20 500-£23 500 pro rata 

Reporting to: Business Support Officer 

 

Main purpose   

 

The administrative assistant is responsible for supporting with the administrative, financial and organisational processes within the school. They will also act as the initial point of contact for parents, visitors and other stakeholders so will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions.  

Duties and responsibilities  

General Administration  

Update manual and computerised record/information systems  

 

Update and maintain the school calendar    

 

Assist with managing the school’s email inbox, ensuring the school meets its expected response times and emails are forwarded to the relevant staff member as necessary   

 

Manage and organise completed forms from parents   

 

Organise and distribute incoming and outgoing post   

 

Provide administrative support to staff as needed   

 

Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary   

 

Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required  

 

Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times   

 

Attendance administration  

Monitor and maintain an accurate record of pupil attendance, producing reports as necessary   

 

Monitor the late arrival of students and contact parents/carers to identify reasons for nonattendance, ensuring all safeguarding procedures are followed   

 

Reception   

 

Act as the first point of contact for parents and visitors arriving at the school   

 

Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner   

 

Seek support from other colleagues where necessary to respond to complex enquiries   

 

Respond to messages promptly and accurately, passing on information to relevant staff  

 

members as necessary   

 

Assist staff and students with the information and support they need  

Security   

 

Control access to the school in line with the school’s safeguarding procedures, including signing-in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures   

 

Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures   

Written communication   

 

Write and send email responses that are professional and uphold the school’s vision and values     

 

Update and distribute online and offline communications (e.g. letters, newsletters, social media posts etc) to parents, staff and other stakeholders    

 

Finance   

 

Collect, record and issue receipts for payments from parents   

 

Carry out financial administration in line with the school’s procedures   

 

Other areas of responsibility   

 

Read and follow the relevant school policies  

 

Undertake training required to develop in the role   

 

Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy  

 

Contribute to the safety of children and young people and protect them from harm  

 

To check paperwork for young people with medical conditions is up to date and procedures are followed in line with our supporting students with medical conditions policy.  

Communication  

 

Communicate effectively with students, parents and carers.  

 

Follow schools’ processes and procedures for communication.  

 

Working with colleagues and other relevant professionals   

 

Collaborate and work with colleagues and other relevant professionals within and beyond the school.  

 

Develop effective professional relationships with colleagues.  

Safeguarding   

 

Work in line with statutory safeguarding guidance (e.g. Keeping Children Safe in Education, Prevent) and our safeguarding and child protection policies.  

 

Work with the designated safeguarding lead (DSL) to promote the best interests of students, including sharing concerns where necessary.  

 

Promote the safeguarding of all students in the school  

 

  

 

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