Administrative Assistant

Job Introduction

Job Title: Administrative Assistant 

Grade/Salary: Grade B 

Hours: 26.5 Hours across the week ideally Mon and Tues 8.30-3.30 then Weds- Fri 8.30-1.00 40 weeks a year

Reports to: School Admin Officer / Headteacher 

Job Purpose 

We are looking for a friendly, capable Admin Assistant who will support children, parents and staff in our busy school office. Ideally, we are looking to recruit someone who has experience working in a school office. This job is varied and you will need good time management skills, as you will be required to multi-task to ensure jobs are completed efficiently and on time. You will need a good sense of humour, to be a team player and to have an ability to cope under pressure in working with lots of people who all need your time. Confidentiality is paramount.

Your role will involve using Arbor to complete attendance and administrative requirements within the expectations of Hampshire County Council and the Department for Education. 

You will be a key point of contact for parents, children, staff, and visitors, and will contribute to the welcoming and professional ethos of the school. 

Key Responsibilities 

Reception and Communication 

• Act as the first point of contact for visitors, parents, and telephone enquiries.
• Provide a warm, professional, and helpful reception service. 
• Handle incoming and outgoing correspondence, emails, and phone calls efficiently. 
• Maintain confidentiality and discretion at all times. 

Administrative Support 

• Provide general administrative support including word processing, photocopying, filing, and data entry. 
• Maintain and update pupil records using the school’s Management Information System (e.g., Arbor) 
• Assist with the preparation of school communications, newsletters, and reports. Assist with keeping the school website up to date.
• Support the organisation of school events, trips, and meetings.
• Assistance in admissions enquiries and correspondence.
• Support in completion of statutory or statistical returns. 

Attendance Monitoring 

• Accurately record and monitor pupil attendance and punctuality on a daily basis. 
• Follow up on unexplained absences in line with school policy. 
• Produce attendance reports for senior leaders and external agencies as required. 
• Collating pupil numbers of school lunches and passing onto school cook.

Safeguarding and Welfare 

• Be alert to safeguarding concerns and report any issues in line with the school’s safeguarding policy. 
• Maintain accurate and confidential records relating to safeguarding and pupil welfare. 
• Ensure all visitors are signed in and out and follow school safeguarding procedures. 
• Support with the administration of admissions, leavers, and pupil transfers. 

Resources 

• Order and maintain stock of school supplies and resources whilst maintaining best value for money.

What We Offer 

• A Rewarding Role: Experience the fulfilment of working within our close-knit Church School community with a supportive and friendly family team environment, in a lovely rural village
• Inspirational Children: Work alongside amazing children who will brighten your day.

• Supportive Team: Collaborate with a dedicated and supportive staff team who are committed to the school and its vision and values.
• Training and Development: Opportunities for professional development and training. 

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.