Administrative Assistant at Surbiton High School - Kingston upon Thames, United Kingdom - United Learning

United Learning

Verified Company

Kingston upon Thames, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Title:
Administrative Assistant

Job Purpose:
To support several Administrative functions across the School whilst sitting at the Reception desk

Reporting Line:
PA to the Principal / Data Protection Lead / Senior Administrator / Community Outreach Coordinator

Start Date:
September 2023

Tenure:
Permanent, term-time (38 weeks of the year)

Monday to Friday, 8:00am to 4:00pm, 37.5 hours per week

Salary:
Competitive

Application Deadline:8:00am Thursday 31 August 2023

Interviews to be held week commencing:4 September 2023***
Key Responsibilities:
Pupil Absences:

To respond to exceptional absence requests, on behalf of the Principal
To field absence requests regarding pupil Illness, Medical, Lateness to the Reception Team for registration
To follow up on absence requests to provide reason for absence, when necessary
To record respective absence on pupil's MIS record
To file absences in applicable folders within the Absence Request mailbox
To liaise closely with the Principal and Principal's PAs regarding any extenuating requests received
This part of the role constitutes hours per week, generally in the morning in order to manage any notification of absences received for the same day

Proofreading:

To proof all letters going out to parents and stakeholders, ensuring that:
All spelling and grammar is correct and the style is consistent
All documents follow the agreed Surbiton High School 'house style' and branding
Text and diagrams are positioned correctly and the layout is logical and attractive
Page numbers and headings are correct and in the right order
Photos and illustrations are correctly captioned
The information is factually accurate wherever possible
To support the other proofreaders with proofing documents as and when required and time permits

Data Protection:

To complete Data Protection Impact Assessments (DPIAs) for new projects meeting with staff, researching companies/products, completing paperwork
To draft Data Processing Agreements, Data Sharing Agreements and other such documents as required
To review and update existing DPIAs and Agreements on an annual basis, archiving as appropriate
To maintain the Record of Data Processing
To maintain the Record of Thirdparty Requests for Data
To assist with Subject Access Requests
To assist with Data Breach reporting
To respond to queries from colleagues
To assist with the annual review of the School's Data Protection Policies, the School Website, Curriculum Booklets, Admissions Forms, Privacy Notices, Data Retention Schedule and other relevant documents
To regularly review and update the permissions and specific access arrangements for approved data processors via Wonde and other online datasharing portals, removing and adding pupils, staff and parents as necessary
To work with the IT team, MIS team, and other colleagues to ensure that data is only shared where there is an established legal right to do so and via secure means
To model compliance with Data Protection best practices and assist with raising awareness amongst colleagues of the importance of protecting the Rights of Data Subjects

Reception Duties:

To provide additional support to the existing Reception Team, where they are unable to respond:
To answer the telephone promptly and professionally and field telephone calls appropriately
To act as Front of House for visitors; welcoming them to the School, offering refreshments, directing them to the relevant people in different areas of the School where necessary
To assist parents, pupils and staff with ad hoc queries

General

To provide administrative support for the Community Outreach Programme
To carry out any such duties as may be reasonably requested

Person Specification

Excellent communication skills
Excellent command of the English language, both written and spoken, with an eye for detail and grammar and punctuation
Excellent organisational, administrative and ICT skills
Extensive knowledge of Microsoft Office software, including; Word, Excel, Outlook, PowerPoint and databases
The ability to work under pressure in a fastpaced environment
Strong customer service orientation and skills
A friendly telephone manner
High levels of personal and professional integrity
Ability to create productive working relationships at all levels
A proactive and flexible approach and able to selfdirect
High levels of discretion and confidentiality and awareness of data protection
Enthusiastic team player, with strong interpersonal and problemsolving skills
Ambitious and aspirational for oneself and for the School
Accustomed to working collaboratively within a busy office environment
Highly flexible, able to multitask and determination to overcome barriers
Commitment to personal professional development, and therefore willingness to develop own skills
Committed to Surbiton Hig