Administration Manager - SChool Vacancies



Administration Manager

This is a Part Time Vacancy

Job Description

Reports to the Head Teacher

Purpose of the Job:

To provide comprehensive and effective support to the new 4-11 Free School.

• Establishing, organising and managing the school’s administrative, clerical and reception functions including that of its extended facilities, assisting as required.

• Assisting the governors, Head Teacher and senior leadership team (SLT) in formulating aims and objectives of the school and in establishing the policies, systems and procedures through which they shall be achieved, including development of resource plans as required.

• Co-ordinating the updating and production of the school’s prospectus, other publications and other forms of marketing.

• Advising on compliance with legislation and guidance, for example, DFE, data protection, Freedom of Information Act, school admissions.

• Supporting and encouraging the school’s ethos and its objectives, policies and procedures.

In the early stages of the operations of this new Free School, the post-holder will undertake some Reception and general Office duties awaiting appointments for these roles in the second and subsequent years.

Specific Duties:

• To provide a full range of advanced secretarial services for the school, including taking dictation (personal and audio), minute taking, setting up brought-forward systems and filing

• To support in the management of the school’s calendar, organise and schedule meetings, book courses, arrange travel and book accommodation. To develop and distribute agendas, and prompt actions from school business meetings, at all times maintaining timely responses to tight deadlines

• To remain conversant with the Head Teacher’s workload on an ongoing basis, whilst actively supporting the Head Teacher in discharging day-to-day school matters and queries. This will involve undertaking roles and tasks (with minimal supervision) that require an in-depth understanding of methods, systems and processes over a range of procedures. You will act as a trouble-shooter for referred problems.

• On a daily basis, to deal with the school’s post and generic email account, redirecting/distributing as appropriate.

• To receive the school’s incoming telephone calls, responding to queries and providing general information about the school as appropriate. This aspect of the role requires an above average level of courtesy and effectiveness in dealing with other people. You will need to ask questions, seek clarification and exchange information using tact and diplomacy.

• To receive and welcome visitors to the school in a professional manner, providing refreshments as required – this involves interacting with colleagues, other Head Teachers, governors, parents and members of the wider community.

• Working independently but as directed by the Head Teacher, to take responsibility for the preparation and compilation of formal correspondence, reports, emails, mail merges, spreadsheets and presentations (using the full suite of Microsoft Office or other such software packages).

• Additionally, to undertake drafting of detailed reports/information/related correspondence as required on behalf of the Head Teacher

• To review and develop administrative systems, obtain and disseminate information to others, to ensure effective and efficient management of the Head Teacher’s workload

• Being responsible for establishing and managing an effective filingsystem for the school including brought forward and index systems where appropriate.

• To develop and supervise the maintenance and accuracy of manual and computerised records including via the school MIS (sometimes initiating and implementing change) to meet agreed service standards and support efficient school management.

• To co-ordinate the collection, entry and extraction of data required to complete statutory returns.

• To co-ordinate all areas related to admissions and primary/secondary transfer processes including school admission criteria, organising interviews, liaising with the Local authority, feeder primary/other schools and parents/carers.

• In liaison with the school business manager, assist in the administration of financial systems such as uniform sales, school meal takings, and collection of trip monies.

• To manage the schedule for/take responsibility for the production of the school prospectus (on an annual basis) and the school Newsletter (on a half-termly basis).

• To manage and update on a regular basis relevant content of the school website.

• To monitor school’s stationary/equipment.

• To acknowledge the need for and practice confidentiality, in regard to handling sensitive information pertaining to pupils, staff or school matters/issues.

• To make absence calls and monitor class registers.

Person Specification

Experience:

• Relevant experience in a similar role (essential) in a school environment (desirable).

• Experience of managing change and implementing new systems/procedures/controls.

• Experience of preparing and presenting data and reports (desirable)

Qualifications/Training:

• 5 x A*-C GCSE or equivalent to include English and mathematics (essential).

• RSA typing qualification or equivalent (desirable).

• First aid qualification (desirable).

Practical skills:

• Competency in MS Office suite of applications (essential).

• Familiarity with school MIS e.g. SIMS (desirable).

• Working knowledge of a range of administration procedures

• Working knowledge of law with regard to health and safety legislation, contracts, Freedom of Information Act, copyright and data protection.

• Excellent verbal and written communication skills appropriate to the need to communicate effectively with colleagues, children and other professionals.

Personal qualities and attributes:

This role will demand above average levels of organisational ability (self and others), tact, diplomacy, courtesy and flexibility. The ability to build and form good relationships with children, colleagues and other professionals is important.

• Commitment to the school’s ethos, aims and its whole community

• Commitment to the highest standards of child protection and safeguarding

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download