Administrative Assistant - Yeovil, United Kingdom - Fiveways School

Description

Fiveways School


JOB DESCRIPTION

Job Grade:

14


Department:

Education


Section:

Fiveways Special School


Job Title:

Clerical Assistant - up to 33.50 hours per week


Reports To:

Head and Business Manager


Main Purpose of Job_**:
_ _Briefly - what is the job there for and why is it being done_

• The post holder provides confidential administrative, financial, ICT, HR, Pupil Data and other duties in support of the Head, Business Manager and staff of the school. The specific duties carried out by the post holder will be dependent on the demands and requirements made by the School Management.
• Work within described procedures, deal with day to day problems, exchanging information, which may need some more detailed explanation and often provide advice and guidance.

Fiveways School caters for children with severe learning difficulties (4 -19yrs) drawn from across the south Somerset region.


Main Responsibilities and Duties:
_What needs to be done? - Describe the main responsibilities and duties required of the job. This should include responsibilities for the support or management of clients, employees, budgets, processes and equipment._

% of Time


Administration

• Provides a confidential administrative service for the Headteacher & Business Manager
• Provides administrative support to the schools designated Data Protection Lead
• Provides administrative support for the completion of HR related paperwork
• Completes forms and returns for the LA, DfE etc and deals with any queries
• In conjunction with other admin staff, provides rota/relief reception services in the absence of the Receptionist, answers the telephone, receives and redirects incoming calls, takes messages, receives parents and other visitors to the school and deals with enquiries and matters arising as appropriate
• Assist in the completion and monitoring of audit reports. Assist in the whole school circulation of important documentation and monitor completion.
• Assist with clerical deadlines
• Assist to maintain equipment inventories
• Trouble shoot photocopier/laminator problems
• Assist with data entry as required

Finance

• Assist the Office Manager to process some aspects of finance related work as required, including: Purchase Orders, Invoices, income & Petty Cash

HR

• To assist the Business Manager with HR related paperwork as required.

Pupil Data

• To assist with pupil data related paperwork as required.

Typically the work would be within described procedures, but the post holder will need to deal with day-to-day problems as they arise providing advice and guidance as appropriate.

SUPPORTING PROCESSES

Problem Solving and Creativity:
_Give examples of the problem solving and creativity involved in the job. This should include resolving issues over interruptions to work deadlines, priorities and changing demands. How often do these issues occur?_

Guidance and support is normally readily available but more complex or controversial decisions will be referred to the Business Manager in the first instance.

Decision Making:

_Give examples of the types of decisions which the job has responsibilities for making, including where appropriate those relating to resources, budgets and employees.

Show where there is authority of freedom to act and where there is an impact via recommendations or advice._

The post holder will work within described guidance.

The post holder may act as a point of contact for visitors and telephone callers to the school and is required to deal appropriately with these enquiries and situations that arise, determining whether to deal with the enquiry personally or refer the matter to the Business Manager or Headteacher.

Office environment requires the post holder to remain seated for long periods, either working at computer or desk, with periodic interruption.

Contacts and Relationships:

_Give details of the range and type of people within the Council or external organisations and including the recipients of services it is necessary to contact in order to carry out the responsibilities of the job.

What is the range and purpose of the contact e.g. providing information or advice, directing, monitoring, influencing, motivating._

• The post holder has contacts with the Head, teaching and nonteaching staff of the school, Local Authority staff, Governors, staff from other schools, Educational Psychologists, Social Workers, medical staff from the Area Health Authority, various visitors to the school and staff from firms/contractors supplying goods and services to the school.
• The post holder is expected to communicate in a professional manner at all times and have a pleasant personality for dealing with colleagues, visitors, parents and pupils in a special school environment.
• A high level of confidentiality and discretion is required and the post holder has to be adaptable to deal with the pressure of a busy school office, a wide range of enquiries and in