Admin Assistant

Job Introduction

Job description: Administrative assistant/officer

Freemantle C E Community Academy is committed to creating a diverse workforce. We will consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.

Job details 

Salary: NJC grade 5

Hours: 16 to 25 hours per week

Contract type: part-time, permanent

Reporting to: The Headteacher

Main purpose 

The administrative assistant/officer is responsible for supporting the administrative, financial and organisational processes within the academy. They will also act as the initial point of contact for parents/carers, visitors and other stakeholders, so will be an ambassador for the academy and embody the value, vision and ethos of the academy in all interactions.

Duties and responsibilities:

General administration will include

• Update manual and computerised record/information systems
• Update and maintain the academy calendar  
• Assist with managing the academy’s email inbox, ensuring the academy meets its expected response times and that emails are forwarded to the relevant staff member as necessary 
• Manage and organise completed forms from parents and carers 
• Report any issues with the academy’s IT systems
• Organise and distribute incoming and outgoing post 
• Provide administrative support to staff as needed 
• Book training courses for all staff
• Order, monitor and manage stock, ensuring best value following the academy’s purchasing processes
• Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary 
• Keep records in accordance with the academy’s record retention schedule and data protection law, ensuring information security and confidentiality at all times  

Attendance administration

• Monitor and maintain an accurate record of pupil attendance, producing reports as necessary 
• Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed 
• Meet with parents and carers where attendance is an issue, and proactively work with the headteacher to champion attendance

Reception 

• Act as the first point of contact for parents/carers and visitors arriving at the academy 
• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner 
• Seek support from other colleagues where necessary to respond to complex enquiries 
• Respond to messages promptly and accurately, passing on information to relevant staff members as necessary 
• Assist staff and pupils with the information and support they need

 Safeguarding

• Control access to the academy in line with the academy’s safeguarding procedures, including signing in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures 
• Be alert to unknown individuals on the academy premises and report any concerns in line with the academy’s procedures 
• Administer the academy’s filtering and monitoring system for online safety, and escalate any safeguarding concerns following the correct safeguarding procedures

Written communication 

• Write and send email responses that are professional and uphold the academy’s vision and values   
• Update and distribute online and offline communications (e.g. letters, newsletters, social media posts, etc.) to parents, staff and other stakeholders  
• Assist with marketing and promoting the academy

Finance 

• Enter data into the academy’s finance systems and produce reports as necessary 
• Collect, record and issue receipts for payments from parents and carers
• Carry out financial administration in line with the academy’s procedures 

Other areas of responsibility 

• Read and follow the relevant academy policies
• Undertake training required to develop in the role 
• Ensure all duties and responsibilities are undertaken in line with the academy’s health and safety policy
• Contribute to the safety of children and young people and protect them from harm

Safer recruitment:

Freemantle CE Community Academy Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. This post is subject to an enhanced DBS check and online searches will also be carried out as part of due diligence checks. 

We must collectively create an environment where children feel safe to learn, play, and grow. Children should feel comfortable in their surroundings and know that they can approach any responsible adult with any problems or concerns.

Person specification