Teaching assistant 3 - job description - Cavendish School



Job Description

JOB TITLE Administrative Assistant

HOURS OF WORKING 37 hours per week, term time only plus 1 week in summer holidays

SCALE Single Status Grade 4

RESPONSIBLE TO Headteachers PA

JOB PURPOSE

To provide full support in all administrative tasks for the school and the school leadership team and other colleagues as required.

KEY TASKS

1. Create word processed documents including routine letters, memos, handbooks, mail-merged letters, parental information.

2. Proof read letters before submitting for signature, distribution or email and review and prepare materials for publication on the schools website or for distribution to parents, such as newsletters. This includes uploading information onto the school’s website.

3. Update SIMS data base and create lists, reports and mail-merged documents from SIMS and from other systems

4. Support and cover for any members of support staff with tasks as required: eg exclusions admin, minute meetings, annual documentation

5. Complete purchase orders forms as necessary to order resources, goods and services and support deliveries.

6. Support the management of bookings/application forms for the Breakfast and After School Clubs and Pre-School and collect and record income for school activities and ensure this is reconciled and banked promptly.

7. Support the administration for the Inclusion team including setting up meetings, preparing and sending documentation and filing.

8. Meet and greet parents, liaise with staff, parents and external agencies as appropriate, sharing information as directed and ensuring local procedures are properly followed.

9. Answer all incoming calls, both internal and external, redirecting/taking messages as necessary, and acting on instructions received.

10. Maintain existing and develop new systems to ensure efficiency and effectiveness

11. Deal with enquiries from visitors, parents, governors, staff and pupils and maintain school records

12. Enter data or any school information required onto systems, reconcile and report to staff as required

13. Support a welcoming environment where all children and parents feel valued and supported, including helping on displays. Establish effective and respectful relationships with children and their parents/carers

14. To promote positive values, attitudes and good pupil behaviour, dealing promptly with conflicts and incidents in line with established policy and encourage pupils to take responsibility for their own behaviour

15. To carry out the above duties in accordance with the School’s Policies and Guidelines

This job description may be amended at any time following discussion between the member of staff and the Head of Primary. Whilst every effort has been made to explain the main duties and tasks of the post, each individual task undertaken may not be identified. Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.

PERSON SPECIFICATION

Administrative Assistant

| |ESSENTIAL |DESIRABLE |

|QUALIFICATIONS AND TRAINING |A current First Aid certificate or willingness to |Relevant administrative or business qualifications |

| |undertake training | |

| |GCSE Grade C or above in English and maths | |

|EXPERIENCE |Previous office work experience |Experience of SIMS (Schools Information Management |

| |inputting data and generating reports from systems |System) |

| |Experience of setting up and maintaining systems |Experience of working in either, or both, a primary |

| | |or secondary school |

|KEY SKILLS AND ABILITIES |Excellent communication and customer service skills |Experience in preparing newsletters |

| |Advanced IT skills especially in word and excel |Experience in preparing and uploading information |

| |Ability to interpret information and complete tasks |onto a website |

| |with attention to detail | |

| |Ability to follow instructions or work on own | |

| |initiative as necessary | |

| |Ability to establish a rapport with pupils and their| |

| |parents | |

| |Ability to organise and prioritise work effectively | |

| |in order to meet deadlines and to maintain high | |

| |standards at all times | |

|KNOWLEDGE |Understanding and knowledge of school administration| |

| |procedures | |

| | | |

|PERSONAL ATTRIBUTES |Willingness to participate in further training and |Willing to work extra hours to cover colleague |

| |developmental opportunities offered by the school |absence |

| |and county, to further knowledge | |

| |A person who presents a friendly and professional | |

| |image whilst maintaining a sense of calm | |

| |Ability to work on own initiative and prioritise | |

| |Ability to work well within a team | |

| |Likes a challenge | |

| |Ability to work well under pressure and is very | |

| |organised | |

‘Cavendish School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment’

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