Vacancies

Administrative Assistant

Job Introduction

Administrative Assistant

Salary: B Grade (Hampshire County Council) £24,796 FTE

Hours: 8.15-4.15 (with an unpaid half an hour lunch break) 7hours 30 mins per day

Working weeks: 39 weeks (39 weeks term time only)

Contract type: Permanent

Reporting to: School Business Manager

Main purpose

Tweseldown Infant School is looking to appoint a well organised and efficient administrative assistant to join and support our busy office team. We are ideally looking for a highly motivated individual who can fulfil the following key roles within the school office team. They will be an ambassador for the school and embody the values, vision and ethos of the school in all interactions with staff, pupils, parents, governors and members of our community.

Duties and responsibilities: -

Safeguarding

Overall management of the school’s Single Central Register (SCR) and Disclosure and Baring Service checks (DBS)
Regularly updating information on the SCR
Submission and processing of DBS’s
Completing and managing reference gathering
Control access to the school in line with the school’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 school premises and report any concerns in line with the school’s procedures

Marketing

Day to day management of the school’s marketing channels
Ensuring the schools website is up to date and regularly creating new content for the school website
Responsibility of the School’s social media – Updating the school’s Facebook page and providing key information for parents/carers
Creating school brochures and leaflets throughout the school year (i.e Newsletters and Parent Information Booklets etc)

General administration

Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
Write and send email responses that are professional and uphold the school’s vision and values
Provide administrative support to staff as needed
Carry out filing, printing and photocopying
Community management and events (eg foodbank management, charity requests etc)
Completing and recording all accidents for the school
Management of staff updates on handbook, website, notice boards
Manage the supply and distribution of school resources including pupil milk and fruit

Other areas of responsibility

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

Person specification

criteria	qualities
Qualifications and training	First aid trained (training will be given if needed) GCSE English and Maths (or equivalent)
Experience	Carrying out administrative tasks Dealing with face-to-face and telephone interactions Working with children or young people Working and collaborating within a team Experience of working in a busy office
Skills and knowledge	Good oral and written communications skills Ability to respond quickly and effectively to issues that arise Ability to plan, organise and prioritise meeting deadlines Ability to use own initiative and act accordingly Excellent attention to detail Proficient in using Microsoft packages including Word, Excel and Powerpoint. Proficient in Outlook email Knowledge of Arbor if preferred but not essential Ability to use relevant office equipment effectively Ability to build effective working relationships with colleagues Understanding of data protection and confidentiality Understanding of safeguarding
Personal qualities	Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school Ability to work under pressure and prioritise effectively Commitment to always maintaining confidentiality Commitment to safeguarding and equality Embraces change well Deals with difficult situations effectively

Notes:

This job description may be amended at any time in consultation with the postholder.

If you don’t have all of the experience listed above but are interested in applying, please contact Helen Blyde (School Business Manager).

Visits to school are warmly welcomed.

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.

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