School Administrator

School Office Administrator - Portsmouth

Salary: £22,737 - £24,293 FTE   (Actual salary - £19,858 - £21,217) 

Contract: Permanent 

Location: Portsmouth - PO1

Working pattern: 36 hours per week, 40 weeks per year (term time plus one week) 

Start date: As soon as available. 

The Role  

In this role you will provide a comprehensive admissions and administrative support to the school including providing support to the Senior Leadership Team, staff, governors, students and parents. You will collaborate with the other members of the front office team to uphold the vision and ethos of the school at all times and provide excellent customer service to a range of stakeholders.  

 Experience and Knowledge:

• Experience of liaising with internal and external stakeholders and working in a high pressure environment 
• Experience of running effective administrative and clerical support, ideally within a school environment  
• Experience working with MIS systems  
• Excellent administrative and organisational skills 
• Experience of data entry into databases and other IT systems 
• Competent user of Microsoft Office and confident to learn and use new technologies. 
• A clear understanding of the Data Protection Act and the implications that it has for managing Academy data 

Key Responsibilities  

Finance Processing:  

• Provide daily meal order numbers to the Head of Kitchen, reconciling dinner register numbers and income received  
• Use of cashless system and ensuring receipts are issued correctly, preparing any income for banking and that appropriate separation of duties are adhered to  
• Submitting orders on behalf of the school using current software, ensuring stationery and copying supplies are kept to an acceptable level  
• Sale of school uniform and reconciling stock on a monthly basis, re-ordering as required  

Reception and Administration:

• Act as the lead receptionist, working alongside the Admissions Administrator to manage the academies reception, providing a first point of contact for all incoming communications to ensure that they are answered in a timely and professional manner, presenting a positive image of the academy  
• Interacting with parents, carers, colleagues and visitors to the school, at all levels of seniority, with confidence, tact and professionalism  

• Ensure safeguarding procedures are followed for all visitors, including maintaining single central record and appropriately handling incoming calls and enquiries  
• Ensure that all communications are correctly logged and routed to their intended recipients, or an appropriate member of staff, to ensure a quick and effective communication system  
• Deal effectively with school post, receive deliveries and maintain electronic mail systems ensuring that information is passed to relevant staff in a timely manner  
• Ensure that queries are dealt with effectively, taking the initiative to identify and handle issues that arise on behalf of the leadership team and others  
• Provide a general administrative support service to the academy across a variety of functions, this may include including admissions, attendance and reprographics support.  
• Assist with student welfare and liase with parents where necessary  
• Maintain stationery and photocopier paper supplies, manage stock cupboard and distribute as required  
• Arrange school trips efficiently, taking responsibility for bookings and coordination of all school trip requirements  
• Manage minibus records and bookings, including spot checks of driving licenses for staff using the minibuses  
• Co-ordinate the after school club provision, ensuring a wide selection of options for pupils  
• Use the school’s MIS and Groupcall systems to send messages/emails and correspondence to parents as directed  
• Lead the operational organisation of school dinners in the hall at lunchtimes 

Other duties:

• Actively promote the safety and welfare of our children and young people  
• Ensure compliance with data protection rules and procedures  
• Liaise with colleagues and external contacts at all levels of seniority with confidence, tact and diplomacy  Work with other academies in the Ark network, to establish good practice throughout the network, offering support where required  

Requirements:

• Must have an enhanced DBS registered to the Update Service or be willing to apply for one.
• Must be able to provide two professional references which covers the last 24 months of work/study periods 
• Right to work in the UK