School Administrator

Start Date: 28 April 2025

Hours per week: 36.5, Term time only

St James' Catholic Primary School
Leach Heath Lane
Birmingham
B45 9BN
Telephone number: 0121 464 9700

Contact email: c.tullett@lumenchristi.org.uk

Contract type: Permanent  

In partnership with the Archdiocese of Birmingham, the School Standards Committee of St James’ Catholic Primary School are seeking to appoint a school administrator for May 2025.

St James’ is a thriving one form entry Catholic Primary school, including Nursery, in the south of Birmingham. Along with eight local catholic primary schools and St Thomas Aquinas Catholic Secondary School, it is part of a growing Catholic Multi Academy. It is a place where staff and students from all faiths live out the school mission. It genuinely is a vibrant learning community, full of committed learners and exceptional people. This is a wonderful opportunity to make a huge difference in the lives of children and contribute to the journey of a great Catholic school.

We are looking for a professional and skilled individual who has the passion and energy to work in our busy school support team. You will need to have excellent communication, organisational and customer service skills and be fully proficient in the use of variety of IT systems including MS Office. You will have ideally had experience of working in a school office. We are a forward-thinking team and require a school administrator who adapt and has the ability to take on ad hoc school projects.

You will need to be able to form positive relationships with our children, staff, parents, governors and visitors. You will need to be flexible, with a willingness to respond to priorities and problem solving as required.

We can offer you a fresh, new challenge with a supportive, experienced and hardworking school team.
OVERALL RESPONSIBILITY

• to support the Catholic ethos of the school
• to be responsible for the provision of an efficient administrative and clerical support function for the school
• to be responsible for the collation and input of student data and their records
• the position promotes positive public relations for the school and the community
• contribute to the safeguarding and promotion of the welfare and personal care of children and young people

DUTIES
Specific roles and responsibility

• maintaining and updating school and student information, records and databases on our schools MIS system
• providing Reception support to the school. Receiving, signing in and dealing with or directing parents and school visitors, as appropriate. This will include taking telephone calls and delivering messages as appropriate and administering the main school email address
• operating relevant IT equipment and packages, e.g. Word including mail-merge, Excel, other databases, spreadsheets, and education-specific programs such as Bromcom, Access, Paypal and Impulse
• updating the Single Central Record
• assist the senior leadership team in relation to the school attendance systems
• help with school events such as Induction afternoons 4.30pm to 5.30pm
• stock control of office stationary supplies, to ensure the effective running of the school
• assisting the finance team with administrative tasks, where necessary
• collating and ordering the school exercise books
• responsible for and co-ordinate the receipt of all deliveries in school and the fast and accurate distribution
• to complete relevant administration work for breakfast and after-school clubs

Maintaining computerised and paper databases of students and staff information including:

• manage all student files, scan all documents electronically and place on file, ensuring all files are kept in line with GDPR and ensure they are shredded at the correct time
• be responsible for the storage of all student files and archiving with knowledge of data protection, freedom of information and statutory archiving regulations
• to maintain and update information of FSM students on the database and linked to LA. records Evaluate and process forms following necessary guidelines. Maintains and updates, as necessary, database of FSM information for inclusion in annual census and other legally required returned
• maintaining the school cashless Parent Pay System

Communication and Reprographics

• greet parents, students and visitors entering the office and provide them with assistance where required. Be part of the first contact for telephone calls and response to inquiries as appropriate
• to follow safeguarding procedures by issuing passes and lanyards to visitors, ensuring that visitors are signed into the school and checking DBS information for visitors, ensuring all logs are completed
• to ensure all communication to parents is distributed within time constraints and an archive maintained
• oversee reprographic support for the school including maintenance of photocopiers throughout the school and liaising with engineers as necessary
• to be responsible for the reprographic consumables budget and ensure that stocks of copier paper meets demand throughout the school year
• coordinate the purchase and distribution of school uniform and First Holy Communion sashes

Health & Safety

• be aware of the responsibility for personal Health, Safety and Welfare and that of others who may be affected by your actions or inactions
• ensuring that all registers are undertaken and are compliant, particularly for fire drills or lockdowns
• co-operate with the employers on all issues to do with Health, Safety & Welfare
• ensure all administrative staff within the office area are fully trained in the use of machinery and equipment with due consideration of Health and Safety at Work Act

Continuing Professional Development – Personal

• to take responsibility for personal professional development, keeping up-to-date with research and developments related to the school efficiency, legal requirements in relation to Ofsted, Child Protection and Safeguarding. Keep up to date with relevant training and briefings which may lead to improvements in the day to day running of the school administrative support of the school
• keep up-to-date with computing skills and the use of latest technology for use within the office environment
• undertake any necessary professional development as identified in the School Improvement Plan taking full advantage of any relevant training and development available
• maintain a professional portfolio of evidence to support the Performance Management process – evaluating and improving own practice
• to undertake any other tasks as directed by the Principal, as necessary
• generic duties
• to comply with individual responsibilities, in accordance with the role, for health and safety within the workplace
• to comply with all policies and procedures including, but not limited to;
• health safety
• security
• data Protection legislation
• share the school’s commitment to safeguarding and promoting the welfare of all young people through having knowledge of government guidelines and safeguarding policies as appropriate
• ensure that all dues and services provided are in accordance with all Lumen Christi policies and the school’s procedures in line with staff code of conduct/professional expectations
• to undertake training as necessary
• to actively engage in the performance management process
• to be willing and enthusiastic in engaging with continuous professional development
• to undertake any other duty as specified by the Principal/Senior Leadership Team not listed above
• to be a key part of the life of the Academy community, to support both the values, vision and ethos of the Academy and the Trust, and encourage students to follow this example

Working hours

• • 36.5 hours per week term time only (including 1 week in the summer school holidays)

Catholic Life

• support whole school drives (charitable collections for example) as appropriate
• all duties and responsibilities must be carried out in such a manner as to maintain and develop the Catholic ethos of the school

Other

• this job description is not necessarily a comprehensive definition of the post
• it will be reviewed annually
• whilst every effort has been made to explain the main duties of the post, this job description sets out the main expectations of the school in relation to the post holder’s professional responsibilities and duties. All individual tasks undertaken may not be listed
• employees will be expected to comply with any reasonable request from the Headteacher to undertake work of a similar level that is not specified in the job description
• this job description is current at the date shown, but, in consultation, may be changed by the Principal to reflect or anticipate changes in the job commensurate within the grade and job title

This post is covered by Part 7 of the Immigration Act (2016). Therefore the ability to speak fluent and spoken English is an essential requirement for this role.  

How to Apply

To receive an application pack please visit our website or email c.tullett@lumenchristi.org.uk.

This school is committed to safeguarding and promoting the welfare of children and expect all staff and to share this commitment. The successful candidate will be subject to necessary pre-employment checks, including: an enhanced DBS; Childcare Disqualification (where applicable); qualifications (where applicable); medical fitness; identity and right to work.  All applicants will be required to provide two suitable references. 

Applicants please note: This post is not part of the City Council and the successful candidate will not hold a Birmingham City Council Contract of Employment. Please use the contact details in the advert for information on actual employment conditions.

Rehabilitation of offenders: This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020. Which means that when applying for certain jobs and activities certain spent convictions and cautions are ‘protected’, so they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account. Further information about filtering offences can be found in the DBS filtering guide.

An online search will also be carried out as part of due diligence on all short-listed candidates.