Assistant Administrator and Clerk to The Governors - Launceston, United Kingdom - St Giles on the Heath Primary School

Description

Job Title
Assistant Administrator, 25 hours per week, 39 week per annum


Location
St Giles on the Heath Primary School


Reporting to
Senior Administrator and Headteacher


Effective Date
1 January 2023


Grade
C


JE Job Number
G.0384


Job Purpose:

To provide a comprehensive administration service within the school.

To support the Headteacher and Senior Administrator to ensure the appropriate financial, personnel and premises systems and procedures are effectively administered to ensure the smooth running of the school.

To be responsible for the promoting and safeguarding the welfare of children and young people within the school.

This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.


Main duties and responsibilities:

• To assist the Senior Administrator in the provision of efficient and effective administration and clerical support services.
• To provide secretarial, typing, general computer/data input/retrieval services.
• Undertake receptionist duties, provide the first line contact between school and the community, ensure school websites and general notice boards are up to date, and administer/maintain the school diary.
• To maintain accurate administrative, financial, pupil, staff and other school records, whilst ensuring GDPR compliance.
• Liaising with the Data Protection Officer at Devon County Council and recording and reporting any GDPR issues. Ensure all systems and contractors are data compliant.
• To provide routine clerical support such as photocopying, filing and stationery issues.
• To maintain accurately SIMS and other record systems to support the Senior Administrator in meeting the needs of the school and completion of all statutory and nonstatutory returns in accordance with strict deadlines.
• To maintain ParentPay for school lunches, trips and other activities.
• Liaise with kitchen staff re daily dinner numbers.
• To maintain school uniform stock and reorder when necessary.
• Support the Headteacher with the organisation of supply cover for teacher absences. Maintain staff absence records and complete online reporting for payroll.
• Produce weekly registers for teachers. Maintain pupil attendance records and generate reports for persistent absence.
• Generate standard reports and respond to requests for information from the Headteacher, Senior Administrator and Governors, as required.
• Complete requisition forms, process orders on FMS for goods and services required and check deliveries against delivery notes.
• Arrange booking of staff onto requested training courses and arrange supply cover, with the support of the Headteacher.
• Maintain accurate pupil premium records, arrange transfer of pupil records when pupils arrive or leave the school, including preparation and transfer of CTF records.
• Complete routine Health and Safety checks for fire and legionella control. Adhere to school health and safety policy, including risk assessments and safety systems. Record details of fire drill evacuations.
• Liaise with the caretaker for minor repairs. Report any serious health & safety issues immediately to the Senior Administrator or Headteacher.
• Maintain the single central record and verify ID of applicants for DBS clearance.
• Maintain a key register and record grounds maintenance.
• Comply and assist in the development of policies and procedures relating to child protection, security, confidentiality and data protection, reporting all concerns to an appropriate person.
• To contribute to the overall ethos/work/aims of the school, establishing constructive relationships and communicating effectively with colleagues and other agencies/professionals.
• Attend and participate in regular meetings and participate in training opportunities and professional development as required.

This document outlines the duties for the time being to indicate the level of responsibility.

It is not a comprehensive or exclusive list, and the duties may be varied from time to time which do not change the general character of the job, or the level of responsibility entailed.

Person specification:

Attribute

Essential

Desirable

Method of Assessment
Management

• N/A
• N/A

Experience

• Experience of administration work.
• Experience of school administration work.
• Application
• Interview

Practical Skills

• Well organised, ability to multi task
• Good team worker, along with ability to use own initiative and able to work independently
• Have a go attitude
• Interview
• References
• Task

Communication

• A good communicator with young people, and with parents and staff.
• Ability to fulfil all spoken aspects of the role with confidence and fluency in English
• Interview
• Task

Personal Qualities

• Able to work under pressure in a busy environment.
• Ability to work effectively with others
• Use own initiative and is self motivating
• Pleasant, approachable and friendly persona.
• Eagerness to