School Administrator

1. Job Description

The School Administrator will provide efficient, professional and confidential administrative and organisational support to the school, working under the direction of the Headteacher and other senior staff as appropriate.

The post holder will maintain accurate manual and electronic records, monitor administrative systems, prepare reports and support the effective day-to-day operation of the school.

The role also involves acting as a professional point of contact for staff, students, parents and carers, visitors and external agencies, ensuring that enquiries are dealt with appropriately and confidentially.

The post holder will also provide first aid and student welfare support, in accordance with the school's policies, procedures and relevant guidance, following appropriate training.

2. Main Duties and Responsibilities

A. Administration and Record Keeping

●    Undertake a range of administrative duties, including typing, word processing and the preparation of letters, reports, schedules and other documents.
●    Maintain accurate manual and electronic records and management information systems, ensuring that information is updated and stored securely.
●    Produce reports and provide information as required by the Headteacher, senior staff and other authorised personnel.
●    Assist with the preparation and submission of statutory returns and other information required by the Local Authority, the Department for Education (DfE) and relevant external bodies.
●    Manage the receipt, processing and recording of orders, ensuring that deliveries are checked and recorded appropriately.
●    Process and maintain student transfer files, ensuring that information is handled securely and transferred in accordance with data protection requirements.
●    Take accurate notes or minutes at meetings, including staff meetings, and circulate them to attendees as required.
●    Sort, distribute and process incoming and outgoing post, emails and other correspondence.
●    Provide clerical support for the production and distribution of school newsletters, communications, prospectuses and other materials.
●    Assist with the administration and organisation of school events and activities.
●    Provide general administrative support to the school office and undertake other related duties as required.
●    Assist with the administration of examinations, including invigilation, where required and appropriately trained.

B. Appeals Administration

• Coordinate the administrative arrangements for student appeals, including those involving independent appeal arrangements and the Governing Body Appeal Panel, as applicable.
• Liaise professionally and sensitively with parents and carers, panel members, school staff and other relevant parties throughout the appeals process.
• Arrange meetings, book suitable rooms and prepare the necessary documentation for appeal hearings.
• Ensure that correspondence, records and supporting documents are accurate, complete and distributed to the appropriate parties within the required timescales.
• Maintain confidential records of appeals and ensure that all administrative procedures comply with relevant policies and requirements.

C. Reception and Organisation

• Undertake reception duties, including answering telephone calls, responding to emails and dealing with face-to-face enquiries in a professional and courteous manner.
• Act as an initial point of contact for parents and carers, students, staff, visitors and external agencies, directing enquiries to the appropriate person when necessary.
• Support the organisation of school trips and visits, including arranging external transport and coordinating visits from external professionals and services, such as vaccination teams.
• Coordinate minibus bookings for school activities and maintain associated records, including driver declarations and fuel card administration.
• Assist with student first aid and welfare duties, following appropriate training and school procedures.
• Provide clerical and organisational support, including filing, photocopying, reprographics, emailing, completing routine forms and responding to correspondence.
• Handle routine enquiries independently and refer complex, sensitive or confidential matters to the appropriate member of staff.
• Support the effective day-to-day running of the school office and ensure that administrative tasks are completed accurately and within agreed timescales.

D. Resources and Purchasing

• Assist with processing purchase orders for stationery, exercise books and other resources required by the school and its departments.
• Maintain appropriate records of orders, deliveries and expenditure, in accordance with the school's financial procedures.
• Monitor stock levels and maintain supplies of stationery and other resources, ensuring that items are catalogued, stored and distributed appropriately.
• Operate photocopiers, printers and other reprographics equipment, ensuring that materials are produced accurately and efficiently.
• Provide general advice and guidance to staff, students and other authorised individuals regarding administrative procedures and the availability of resources.

E. Health, Safety and First Aid

• Support the administration and monitoring of the school's health and safety systems, maintaining relevant records and documentation.
• Report any identified health and safety concerns, hazards or incidents promptly to the appropriate member of staff.
• Provide first aid and welfare assistance to students, staff and visitors, within the limits of the post holder's training and competence.
• Ensure that first aid incidents are recorded accurately and that parents or carers and relevant staff are informed in accordance with school procedures.
• Maintain confidentiality when dealing with student welfare matters and refer safeguarding or other concerns immediately to the Designated Safeguarding Lead (DSL) or appropriate person.
• Follow all relevant health, safety, security and emergency procedures.

3. Support for the School

The post holder will be expected to:

• Understand and comply with all school policies and procedures, particularly those relating to safeguarding, child protection, health and safety, security, confidentiality, data protection and acceptable use of IT.
• Report safeguarding concerns, allegations or disclosures promptly in accordance with the school's safeguarding procedures.
• Promote equality, diversity and inclusion, ensuring that all members of the school community are treated fairly, respectfully and without discrimination.
• Respect the social, cultural, linguistic, religious and ethnic backgrounds of students, families, colleagues and visitors.
• Contribute positively to the school's ethos, aims, values and improvement plan.
• Work collaboratively as part of the school team, recognising and supporting the roles and responsibilities of colleagues.
• Maintain effective communication with colleagues and participate in team meetings and other meetings as required.
• Undertake appropriate professional development, training and performance management activities to improve knowledge, skills and effectiveness.
• Assist with the induction and support of new colleagues, where required.
• Support school events and activities, working flexibly where reasonably required to meet the operational needs of the school.

4. Personal Attributes, Knowledge and Experience

Communication

• Communicates clearly, accurately