Senior Administration Officer (Fixed Term)

JOB TITLE: Senior Admin Officer

CONTRACT: Fixed Term for 12 Months

HOURLY RATE: £14.59 / hour

HOURS: 25 hours per week, Term time only plus 10 days

RESPONSIBLE TO: Headteacher

PURPOSE OF JOB: The Senior Admin Officer oversees the daily administration of the school office, including the supervision of two administrative staff. Reporting to the Headteacher, the Senior Admin Officer also supports the Senior Leadership Team (SLT) with the smooth running of the school.

SKILLS REQUIRED:

• Ability to organise and maintain the administrative procedures and systems of the school.
• Ability to work with minimal supervision and direction, as well as the ability to multi-task and use initiative.
• Ability to work calmly in a busy environment, as a member of a team or as an individual, with a flexible approach to work to meet changing demands.
• Ability to form close working relationships with the Headteacher, Senior Leadership Team and other key personnel.
• Ability to work collaboratively with key personnel throughout The Quill C of E Trust.
• Ability to communicate clearly and provide excellent service to parents/carers, visitors, and external companies with a friendly manner.
• Confidential approach to all information and situations.
• Proficient in the use of Microsoft Office (Word, Excel, PowerPoint).

CORE DUTIES AND RESPONSIBILITIES:

Admissions

• Oversee all ‘in-year’ admissions for the school liaising with teachers, parents, children and external stakeholders.
• Oversee all new ‘Reception’ admissions including ‘ranking’ places according to our Admissions Policy; working with staff to allocate children to classes; organising parent meetings and transition visits; overseeing all communications to teachers, parents and external stakeholders; monitoring the receipt of data collection for children and arranging enrolment.
• Oversee all new ‘Nursery’ admissions including offering places in accordance with ratio numbers; organising parent meetings and transition visits; overseeing all communications to teachers and parents; monitoring the receipt of data collection for children and arranging enrolment.
• Prepare relevant paperwork within agreed timelines for school admission appeals.
• Process new starters and leavers including data input onto Bromcom (the school data management system) and sending/receiving common transfer files (CTF) to and from other schools.

Communication

• Draft letters to parents, for sign off by the SLT.
• Proofread letters and communications written by staff and edit where required.
• Communicate regularly to parents using Bromcom.
• Oversee an annual review of the School Prospectus, liaising with the SLT, and regularly review throughout the year.
• Regularly check the school website to ensure information is relevant and arrange updates when necessary.
• Prepare an annual Parental Questionnaire, monitor responses, report results to SLT and preparing the results for publishing.
• Regularly draft posts for publishing on the school Facebook page.

School/Office Administration

• Conduct the termly school Census return and upload to the Department for Education (DfE) site.
• Oversee ‘end of year’ processes and procedures.
• Oversee and update the school calendar (‘Diary Dates’), meeting regularly with the Headteacher to discuss forthcoming events and actions required.
• Oversee the Early Years Headcount and report to Bolton Council within agreed timelines.
• Oversee administrative workflows throughout the school, ensuring deadlines are met.
• Supervise members of the school office and carry out annual appraisals, with initial support/guidance from SLT.
• Delegate tasks where appropriate to the school office staff.
• Organise regular school statutory health checks including the annual Flu Vaccination program.
• Carry out other administrative tasks as and when required.

Customer Service

• Regular communication with parents/carers, external companies and services.
• Ability to deal with and respond to admin/office issues or complaints which may arise, with support/guidance from SLT.

Events/Initiatives

• Active member of the PTA assisting with the organisation of events.
• Oversee the income/expenditure for the PTA including banking money and, with support from the Finance team, keep accurate income/expenditure records.
• Organise Leavers Hoodies, Books and Party for our Year 6 children.
• Organise regular and other unplanned initiatives as and when required.

Software

• Ability to use data management systems and portals.
• Ability to use an iPad.
• Ability to use general office equipment.

Benefits

• Access to the Local Government Pension Scheme
• Nurturing Work Environment: Benefit from on-site nurseries available during school terms and 52-week private nurseries at preferential rates.
• Extended Care Options: Enjoy access to our out-of-school and holiday clubs, also offered at discounted rates.
• Professional Growth: Embark on a journey of personal development with bespoke opportunities and comprehensive access to the Schoot CPD package.
• Technological Advancement: Experience our dynamic digital strategy, including 1-1 iPads for both pupils and staff.
• Dedicated Support: Rely on our on-site Trust HR and full-time IT support teams, dedicated to your needs.
• Strong Leadership: Be part of a team backed by committed Directors and Governors, and a leadership that values your workload and well-being.
• Inspiring Students: Teach pupils who are well-behaved, eager to learn, and who find joy and calm in their school life.
• A Family Ethos: Join a community that cherishes individual talent, empowering everyone to achieve their best.

Our Academy Trust is committed to improving the life chances of all children through education and personal development. Each child is unique. We encourage and support every child through their exciting journey within our Trust, equipping them with the skills they need for the future.

Our approach is based on sharing excellence within our Trust, recruiting, training, and retaining the highest calibre of staff who share our vision of enlightening, enriching, empowering and evolving a generation through education.

‘Enlightening, Enriching, Empowering and Evolving generations through education’

We offer a fantastic, supportive place to work along with flexible working opportunities, access to the Local Government Pension Scheme, as well as a range of employee wellbeing and support services.

The Trust is committed to safer recruitment practices and pre-employment checks will be undertaken before any appointment is confirmed. This post is subject to an enhanced disclosure from the Disclosure and Barring Service (DBS). The Trust is committed to safeguarding and promoting the welfare of children and young people and expects staff and volunteers to share this commitment.