Prep School Administrator - Wells, United Kingdom - Wells Cathedral School

Wells Cathedral School

Verified Company

Wells, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Title:
Prep School Administrator

Hours:37.5 hours per week

9.00 am - 5.00pm weekdays

Weeks:
Term time plus 6 additional weeks

Salary:
Band B Point 1- Point 21 (£20,876 - £23,610) pro rata, FTE

Responsible to:
Head of Prep School

Main Purpose of Job:
To be responsible for the provision of a professional, efficient and effective administrative support to the Head of the Prep School and members of the Prep School Management Team

Main Duties and responsibilities will include:

Day to Day

To provide and organise an efficient, professional and confidential administrative service to the Head including, correspondence, reports, publications and other documents as required
To be responsible for ensuring a high standard of accuracy and quality in all documents produced for the Head
Maintain and updating pupil records on i

SAMS:
Uploading personal information once pupils have accepted, uploading all joining documents and ensuring the information in iSAMS is up to date and accurate at all times for current, future and departing pupils

Complete attendance registers of pupils and classes as required
Maintain the Future Pupil document updating the status of any new potential pupil joining the school so the Prep School Head can keep an eye on class numbers etc
Make room/event bookings for all Prep School events:

Cathedral - Beginning of Year Service & Christmas Celebration (and rehearsals)
Cedars Hall - Harvest Service, Remembrance Service, Music Concerts, Art Exhibition & Open Exhibition afternoon

Create & send out invitations for Prep School Christmas Celebration, Prep School summer productions. Update invitation list as required
Book in advance and manage administration of Prep School, Form, individual and Prep School Sports photographs
Create all Parent Consultation online booking sign up evenings; a mixture of face to face & virtual online consultations
Handle any daily communication with parents and action accordingly
Call parents for children who need to go home unwell or to be collected due to clubs not taking place as and when required etc
To maintain an accurate and comprehensive filing system for the Prep School pupils
Manage petty cash
To assist with the organisation of and attend School events. (e.g. Open Mornings & Open Exhibition Afternoon's)
To maintain confidentiality of information acquired in the course of undertaking duties for the school
To be responsible for your own continuing selfdevelopment, undertaking training as appropriate
To keep track of the office and communal stationary and add items needed to the weekly circulated order
To cover Prep School Reception from 45pm
To act as a member of the administrative team and to provide support and cover for other members of the team when the need arises

Coordination and Planning

Proactively manage the Prep School calendar and update and input all Prep School calendar entries into the Senior School draft calendar document SOCS. Ensure all dates have been keyed in prior to any meeting and communicate calendar entry issues to the relevant staff

New Pupil Recruitment

Manage the administration joining process for new Prep School, Pre-Prep and Nursery admissions once they have completed the Registration form via the Admissions Dept, visited the school and/or had a taster day. Raise the Offer letter and Joining letter for each new pupil, to include all forms that are required to be completed by the parents prior to the pupil attending school. Record when Parental Contracts and acceptance deposits have been signed and paid and record when all other remaining documents have been completed and returned
Upload the signed Parental Contract and other joining papers together with any school reports and CAT4 assessments onto iSAMS against the new pupil, so that all staff have access to this going forward
Request the new pupil's previous school to supply their final school report, to complete our Confidential school report and to send our Safeguarding letter to them for completion
To respond to admissions queries on behalf of the Head, including prioritising issues, investigating queries, preparing responses and resolving problems where appropriate
To draft admissions correspondence on behalf of the Head
Keep a line of communication open with new parents
To liaise with Admissions regarding communication to all new pupils' parents who are joining the school with essential information, prior to the new academic year. (New Pupil and Parent meeting, Pre-Season training, PA Second Hand Sale, OPRO Gum Shield Fitting etc.)
Keep up to date the current and future class lists
Manage a record of all new pupils joining to ensure an accurate figure of the pupil headcount is kept for day to day reporting to the Prep School Head
Issue Prep School pupil figures to PSMT and Senior School teams when requested

Prep School Blog