Job Introduction
Position: Administration Assistant – Pupils
Hours: Monday – Friday 9am – 1pm, Term Time plus 1 week
Salary: £13.05 per hour
Role Overview:
Purpose of the Role
The School Administration Assistant provides essential support to the smooth and efficient running of the school office. This role focuses on the accurate management of registers, attendance, lunches, and wider responsibilities including requesting and chasing parental consents, coordination of parental communications, and ensuring regulatory data uploads such as school census and statutory data returns are completed accurately and on time. The post holder also assists with general administrative tasks that contribute to the effective operation of the school.
Key Responsibilities
- Registers
- • Collect and monitor daily attendance registers.
- • Input and update attendance data into the school’s management information system (MIS).
- • Follow up on missing or incomplete registers in a timely manner.
- Attendance
- • Record and maintain accurate attendance information for pupils.
- • Contact parents/carers regarding unexplained absences, following school procedures.
- • Provide regular attendance reports for staff, leadership, and external agencies.
- Lunches
- • Record daily pupil lunch choices accurately.
- • Maintain records relating to free school meal eligibility.
- • Liaise with the catering team to provide accurate daily meal numbers.
- Additional Responsibilities
- • Requesting and chasing up parental consents.
- • Sending communications to parents via the schools MIS.
- • Managing regulatory data uploads including the school census and statutory data returns.
- General Office Support.
- • Answer telephone calls and respond to enquiries in a polite and professional manner.
- • Greet visitors and ensure safeguarding procedures are followed.
- • Undertake routine office tasks including photocopying, filing, distributing letters, and data entry.
- • Provide administrative support for school events and activities when required.
Safeguarding
The post holder will be required to:
- • Adhere to the school’s safeguarding policies and procedures.
- • Maintain confidentiality and ensure data protection regulations are followed.
- • Complete appropriate safeguarding and first aid training as required.
Person Specification
Essential
- • Good literacy and numeracy skills - Grade C (4) or above in Maths and English
- • Strong organisational skills with the ability to prioritise tasks effectively.
- • Accuracy and attention to detail when handling data and records.
- • Good ICT skills, including use of Microsoft Office (Word, Excel, Outlook).
- • Ability to communicate clearly and professionally, both verbally and in writing.
- • Friendly, approachable, and professional manner when dealing with staff, pupils, parents, and visitors.
- • Ability to work both independently and as part of a team.
- • A commitment to safeguarding, confidentiality, and data protection.
Desirable
- • Experience of working in a school office or similar administrative environment.
- • Knowledge of school management information systems (e.g. SIMS, Arbor, Bromcom).
- • Experience of maintaining attendance or pupil records.
- • First aid and Fire Marshal qualification or willingness to undertake training.
- • Knowledge of safeguarding and child protection procedures.
- • Experience of handling confidential and sensitive information.
Systems:
- Hampshire ESS/ SAP Systems
- Microsoft Office Suite
- Google Suite
- Inventry Systems
- Arbor/ CPOMS/ SCO Pay
- Earwig
Vetting Requirements:
This post is subject to an enhanced DBS check. As such, and as per safer recruitment guidelines, references will be requested prior to interview.
Contact Details for an Informal Discussion:
Jessica Warren j.warren@hollywater.hants.sch.uk
Hollywater School and Hampshire County Council is committed to safeguarding and promoting the welfare of children, young people and adults. We expect all employees, workers and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment.
In order to combat discrimination, no unnecessary conditions or requirements will be applied which could have a disproportionately adverse effect on any one group. All sections of the population will have equal access to jobs. No applicant or employee will receive less favourable treatment because of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership and pregnancy or maternity, unless a Genuine Occupational Requirement (GOR) applies.
We are a Disability Confident Employer - committed to ensuring that our recruitment and selection process is inclusive and accessible.
Safer Recruitment
We are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to Disclosure and Barring Service checks along with other relevant employment checks.
