Senior School Administrator

Job Description

Role Overview

The School Administrator will provide comprehensive administrative and organisational support to ensure the effective operation of the school. The role involves working across a range of systems and processes, including record management, data analysis, and communication with internal and external stakeholders. The postholder will contribute to the smooth running of daily school operations, maintaining high standards of accuracy, confidentiality, and professionalism at all times.

The role includes responsibility for managing administrative processes linked to attendance, finance, compliance, and school systems, as well as supporting wider school activities such as events, marketing, and lettings.

Key Responsibilities

• Manage manual and computerised record/information systems

  • Analyse and evaluate data/information and produce reports as required
  • Undertake word-processing and IT-based tasks
  • Provide administrative and organisational support to staff
  • Complete and submit complex forms and returns (e.g. school census, nursery funding portal, and external agencies such as the DfE)
  • Undertake administrative duties relating to the collection of school income, including Nursery and Wraparound provision
  • Monitor and manage inventory of equipment, including removal of defective items
  • Manage administration of facilities, including lettings and use of school premises
  • Assist with marketing and promotion of the school
  • Undertake financial administration procedures in line with the trust finance & HR handbook
  • Capture and record pupil absence information using the Arbor system and produce attendance reports
  • Update the school website
  • Communicate effectively with all stakeholders via face-to-face interaction, letters, telephone, and text
  • Ensure the administration office and reception area is kept tidy and presentable at all times
  • Securely store confidential and sensitive data
  • Book courses and conferences and maintain records of staff training
  • Assist in maintaining the Single Central Register and oversee appropriate vetting of visitors in line with safeguarding guidance
  • Promote a friendly, welcoming, professional and courteous environment as the first point of contact for visitors
  • Deal with reception and visitor-related matters.
  • To promote a friendly, inviting and professional and courteous environment as the first point of contact for visitors to the school.
  • Support the organisation of school trips and events
  • Work within clearly defined rules and procedures, making decisions from a range of established alternatives
  • Demonstrate creativity within the general framework of recognised procedures
  • Have contact with stakeholders on matters that are generally non-contentious but may require problem-solving to reach appropriate outcomes
  • Have responsibility for the accurate handling and security of cash, cheques, and other financial resources, and/or ordering of stock and materials for the school
  • Promote and enact safeguarding and the welfare of children and young people at all times

  The role may include additional duties appropriate to the level of the post, as reasonably requested by the Headteacher. The job description may be reviewed and amended following consultation.

  All duties must be carried out in line with the School’s Equal Opportunities Policy and Code of Conduct, promoting equality, dignity, and respect for all.

  This job description outlines the main duties and responsibilities of the role but is not intended to be an exhaustive list, nor does it define the exact time to be spent on each task. The postholder is expected to manage their time effectively in line with school priorities.

  Person Specification

  Key Criteria in addition to the statements in the advert. Assessment, shortlisting & final selection will be assessed ​

  initially through candidates' application forms and information. Shortlisted candidates will be further assessed ​

  through references and interview activities ​

  Training and qualifications​	Essential​	Desirable​
  GCSE/O-Level equivalent: Maths and English Grade C+​	​ ✓
  Vocational qualification in finance or administration​		✓​
  Experience, knowledge and understanding​	​
  Proven experience in administrative work​	​ ✓
  Good literacy and numeracy skills ​	​ ✓ ​
  Good organisational skills  ​ ​	​ ✓​
  Ability to build effective working relationships with pupils and adults​	​ ​ ✓
  Able to communicate efficiently with parents, pupils and other stakeholders as necessary ​	​ ​ ✓
  Willing to work closely within a team offering support to other team members ​	​ ​ ✓
  Prepared to learn administration of new software​	​ ​ ✓
  Aware of and comply with policies and procedures relating to child protection, safeguarding, health and safety, financial standards and data protection​	​ ​ ✓
  Able to work well under his/her own initiative​	​ ​ ✓
  Accurate and proficient in all tasks demonstrating attention to detail​	​ ​ ✓
  Capable of meeting strict deadlines​	​ ​ ✓

  Characteristics and competencies​	Essential​	Desirable​
  Ability to promote the school’s aims positively. ​	​ ​ ✓	​
  Ability to develop good personal relationships within a team; making an effective contribution to high morale.​	​ ​ ✓	​
  Commitment to safeguarding pupils’ wellbeing and equality​	​ ​ ✓	​
  Boundless enthusiasm, determination and drive to inspire others to achieve high standards​	​ ​ ✓	​
  Reliable and punctual​	​ ​ ✓	​
  An appetite and stamina for challenging work​	​ ​ ✓	​
  A solution-focused mind-set and determined “no-excuses” approach to tasks ​	​ ​ ✓	​
  A personable nature to build effective relationships with parents and all members of the school community ​	​ ​ ✓	​
  A lively, creative and good-humoured approach to all aspects of school life​	​ ​ ✓	​
  Ability