Administrative Assistant - Poole, United Kingdom - Poole High School
Description
JOB DESCRIPTION
Job Title:
Administrative Assistant Scale point: 4
(
Job share may be considered for suitable applicants)
Department:
Support Staff
Reports to:
Administration Team Leader
Position Overview
To assist the Administration Team Leader by contributing to the general administration duties required by the school
Job Functions
Administration
- Ensure student related correspondence and other services to teaching staff and departments are dealt with in a timely manner.
- Produce correspondence, reports etc. as required using various software including word, excel, outlook, mail merge and SIMs.
- Carry out general administrative duties including filing for the relevant departments.
- Prepare resource material required by staff for class, i.e. teaching data, laminating, display aids etc.
- Liaise with parents, staff and students when required.
- Assist in arrangements for school trips/other activities including recording documentation, checking forms, health requirements and distribution of documentation to staff involved in the event.
- Order departmental stationery requirements.
Reception
- Provide a welcoming, efficient, responsive and helpful service when answering the telephone calls. Ensuring calls/messages are forwarded accurately and in a timely manner.
- Communicate with courtesy and clarity with all visitors and ensure they receive any help they require.
- Support the school's safeguarding procedures and policies by proactively ensuring visitors are signed in and issued with an appropriate lanyard and have read the schools safeguarding guidelines.
- Accept deliveries if the School Porter is not available.
- Deal with incoming and outgoing mail.
- Assist pupils with any issues.
- Provide administrative support when possible or as requested (e.g. word processing).
- Assist with the implementation of school administration policies (e.g. free school meal monitoring).
- Ensure the reception area is maintained in a clean and tidy manner.
- Work closely with the finance department when handling financial transactions at the desk.
Reprographics
- Operate and maintain all associated reprographics equipment.
- Operate IT equipment to produce documents as required, using desktop publisher and other software.
- Organise the routine maintenance and repair of reprographics equipment as required.
- Produce a wide variety of printed and copied documents to meet the needs of the school.
- Maintain adequate supplies of all consumables and order as required ensuring the school gets best value at all times.
- Take regular meter readings to determine departmental usage and pass details on to relevant department for accurate billing.
- Advise and support all staff on the best methods for producing and publishing their work requirements.
- Provide quotes for work as required.
- Supply the finance office with a list of all printing charges at the end of each month.
Other duties
- Comply with individual responsibilities, in accordance with the role, for health & safety in the workplace.
- Commitment to safeguarding and promoting the welfare of children and young people in line with Poole High School safeguarding policy and training.
- To undertake any other such duties deemed appropriate for this, or similar pay grade.
Person Specification
Essential Desirable
Education/Qualifications A-C GCSE Maths & English NVQ2 Business
Administration or similar qualification
Experience of working in a school environment.
IT Skills Proven skills in the use of Knowledge of SIMs office packages to include: word, excel, outlook, mail merge.
and interpersonal skills
Ability to work
independently, demonstrating initiative.
Ability to reconcile
priorities, work to tight deadlines and problem solve.
Ability to communicate
effectively with all staff students and parents.
Excellent organisation,
time management, communication and interpersonal skills.
Personal Qualities Enthusiasm and drive
Flexibility and adaptability
Sense of humour
Safeguarding Enhanced DBS check
Job Type:
Part-time
Part-time hours: 40.83 per week
Salary:
£19,731.00 per year
Benefits:
- Cycle to work scheme
Schedule:
- Monday to Friday
Application question(s):
Work Location:
One location
Application deadline: 13/03/2023
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