School Administrator

Overstone Park School

Position: School Administrator

Attendance 8.00 am to 5.30 pm, Monday to Friday

Salary £28,000 per annum.

Start date March 2024.

School Administrator (full-time, year-round contract) Head of Administration

8 weeks paid holidays per annum.

The School Administrator’s responsibilities include handling all allocated tasks:

• Answering questions and queries.
• Understanding the school’s policies.
• Assisting with the recruitment of new staff members.
• Communicating with parents, teachers, and pupils as required. 
• You should be able to take charge of your department and provide the necessary supervision.
• To be successful as a School Administrator, you should be detail-oriented without losing sight of the bigger picture. 
• You must have the capacity to handle multiple responsibilities and cope under pressure.

School Administrator Responsibilities:

• Understanding and reviewing the way the school and all its departments function.
• Taking into account each teacher’s workload and extracurricular activities when developing class schedules.
• Attending meetings and scheduling appropriate staff team-building sessions.
• Conducting research on professional and ongoing learning workshops and sharing these opportunities with teachers and other staff.
• Ensuring fair allocation of budget and resources.
• Completing fees invoices. 
• Keeping track of pupil’s successes and failures and preparing appropriate interventions.
• Managing school security, caretakers, and other ground staff.
• Assisting with the hiring, recruitment, training, and onboarding of new staff.
• Establishing and maintaining good relationships with parents, pupils and staff at other schools.
• Preparing and submitting drafts of proposals, financial reports, and other documents.
• Understanding how the examination entry and results systems work.
• To be able to enter pupils and obtain results and all key information from the interchange of each examination board used by the school.

PURPOSE OF THE POST:

• To ensure the smooth running of the office.
• To provide full administrative support to the Principal administration team and teaching staff as required.
• To manage the “front of house” area – greet all visitors and make them feel welcome, and cover the phone system.
• Working to excellent levels.
• To arrange internal meetings.
• To manage the planning and delivery of school events.
• To project a professional image of the school at all times.

KEY Responsibilities:

• Buying resources.
• Administration.
• Admissions.
• Completion of Provision maps.
• Completion of annual review reports.
• Recruitment.
• Safeguarding recruitment checks.
• Keep updated with statutory requirements.
• Registry.
• Examinations officer.
• Updating school policies.
• School Inspections.
• School fees invoices.

General office administration and front-of-house duties:

• Meet and greet all visitors to the School.
• Answer and direct all incoming phone calls.
• Process and distribute incoming posts and prepare outgoing posts.
• Carry out general admin duties.
• Maintain the general email accounts responding to queries / directing enquiries as required.
• Upkeep of contact records, including pupil, staff, and trustee contact information.
• Create mailing labels as required.
• Order stationery, first-aid equipment, and sundries.
• Maintaining a clean, tidy, and orderly admin office.

Day to Day running of the School:

• Help maintain general order in the school e.g. clearing lost property and tidying the notice board.
• Assist with the management of building and locker keys.
• Manage the noticeboard, updating as required.
• Assist with the upkeep of Virtual/ Online Learning Environment
• Examination officer duties.

Internal Meetings:

• Assist with organising meeting rooms (booking space, arranging furniture, etc.)
• Organise refreshments for meetings, including ordering food and making tea and coffee.
• Deployed to administrative assistant.
• Assist with the preparation and circulation of meeting papers.
• Write minutes for fortnightly staff meetings, monthly admin meetings, termly pupil staff meetings, and other meetings as required.

School hire:

• Manage booking requests.
• Maintain hire documentation.
• Create invoices and liaise with the Finance Department regarding payments.
• Coordinate necessary security for hires.

Marketing & Events:

• Assist with the management of guest lists for school events, both at the School and at external venues.
• Assist with distribution of invites, via email, post or by hand to local neighbours.
• Organise refreshments and assist with any other preparations such as signage, furniture, etc.
• Produce performance programmes.
• Assist with the coordination of internal photography.
• Assist with the maintenance of the image archive.
• Format and send termly newsletter.

Finance:

• Process invoices 
• Pay invoices
• Pay subscriptions for school software.
• Process online payments for of fees.
• Filter and respond to enquiries from participants and parents.
• Prepare relevant paperwork, such as registers, where required.

Other:

• Process recruitment/Disclosure & Barring Service (DBS) checks.
• Issue ID passes for staff, students, and contractors.
• Create key documents and pupil timetables.
• Arrange travel and accommodation for national and international trips.
• Manage tuck shop stock and replenish as required.
• Housekeeping – making tea and coffee and keeping the office area clean and organised.
• General administrative support for the administration team and teachers, as required.
• Undertake other duties commensurate with the level of this position.

PERSON SPECIFICATION:

School Administrator Requirements:

• Minimum of three years of administrative experience
• Relevant licenses and certifications may be required.
• Rights to work in the United Kingdom.
• Extensive administration experience.
• Knowledge of and practical experience with the relevant software.
• Excellent leadership, organisational management, and communication skills
• Strong problem-solving and analytical skills, as well as the ability to remain professional.
• Experience in a variety if software.
• Excellent working knowledge including MS Office (Word, Excel, Outlook, and marketing programmes.
• Excellent interpersonal, oral, and written communication skills.
• Ability to work independently and as part of a small office team.
• Valid First Aid qualification.
• Ability to establish good working relations at all levels with pupils, parents, and staff.
• A clean driver's license.
• A willingness to work overtime.

The above serves as a guide and is not exhaustive; all professional staff are expected to undertake other duties and projects as may be reasonably required by the Principal in accordance with the grade of the post. You will be working as part of a small, friendly, administrative team and may be asked to provide extra support within the office during busy periods, working together in a mutually supportive way towards shared priorities.

To Apply, please send your CV to  

Overstone Park School

Overstone Park

Northampton

NN6 0DT

Overstone Park School

A inclusive independent school registered with DFE and ISI for boys and girls aged 4 to 18 years.

A non-selective independent school registered with DFE and ISI for boys and girls aged 5 to 18 years.