Job Introduction
If you are passionate about working with pupils with special educational needs, we would love to hear from you. This is an exciting opportunity to join our team in the role of School Administrator. You would be working alongside other team members including senior leaders, classroom teachers, learning support assistants and other support roles.
Our Administrator is responsible for supporting with the administrative and organisational processes within the school. They will also act as the initial point of contact for parents, visitors and other stakeholders so will be an ambassador for the school and embody the values, vision and ethos of the school in all interactions.
Administrator Specific Responsibilities
General administration
• Update manual and computerised record/information systems
• Update and maintain the school calendar.
• Manage and organise completed forms from parents.
• Report any issues with the school’s IT systems.
• Organise and distribute incoming and outgoing post.
• Provide administrative support to staff as needed.
• Book training courses for all staff, where appropriate.
• Order, monitor and manage stock, ensuring best value following the school’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.
• Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required.
• Keep records in accordance with the school’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.
• Work in collaboration with the Designated Safeguarding Lead to ensure attendance related issues are followed up in accordance with the safeguarding policy.
• Conduct well-being calls, monitor, record evidence and make staff aware of pupil absence in line with the attendance policy and procedures.
Reception
• Meet and greet visitors and other stakeholders with a warm and friendly welcome, upholding the ethos and values of Light Years School.
• Act as the first point of contact for parents and visitors arriving at the school.
• Follow safeguarding and fire safety procedures, including welcoming visitors to the school site.
• 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.
• Interact positively with pupils, building effective and caring relationships with them.
External Providers
• Build positive relationships with our external IT provider, liaising with them, raising tickets and support solutions on a day-to-day basis.
• Build positive relationships with our external catering company, liaising with them, notiffing them of pupil’s lunch choices.
• Work with the school’s Business Manager to liaise with other external contactors where appropriate.
Security & Safeguarding
• 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.
• Sign in visitors and inform them of safeguarding procedures at the school before issuing them a visitors badge.
Written Communication
• Write and send email responses that are professional and uphold the school’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.
• Proofread communication before being published.
• Assist with marketing and promoting the school.
Medical and First Aid Administration
• Record, update and manage accidents using the school’s system Medical Tracker.
• Maintain and share Health Care Plans with the support of the Headteacher.
• Administer First Aid & Medication (with appropriate levels of training) to pupils as required.
Trips and Transport Administration
• Provide administrative information and support for staff
• Obtain consents from parents and carers for all aspects of educational trips, as directed by teaching staff or the senior leadership team.
• Provide and arrange medical information / provision for staff.
• Liaise with local authority and Hampshire transport and Personal Assistants in relation to pupil transport.
Governors Clerk Role
• Act in the capacity of the Governance Clerk when appropriate.
• Provide administrative support to the Chair of Governors, supporting them with administrative tasks where appropriate.
• Ensure reports are completed two weeks prior to meetings and make sure these are uploaded to Governor Hub.
• Organise meeting invitations.
• Attend and minute Governors Meetings 6 x a year.
Other Areas of Responsibility
• Provide administrative support to the Chief Executive Officer, including managing their diary and appointments.
• Provide administration support to the Headteacher and support the Headteacher to manage their calendar.
• Liaise with the
• Read and follow the relevant school policies.
• Minute important meetings in support of the school’s senior leadership team and executive team.
• 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.
Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the teacher will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the Headteacher or Line Manager
Please go to our website: www.lightyearseducation.co.uk and complete an application form and return to Sarah Alden, Headteacher via admin@lightyearseducation.co.uk. Please read our job description and person specification carefully before applying. Early applications are encouraged and we reserve the right to close the vacancy if a suitable candidate is found.
Equal Opportunities Light Years School is committed to creating a diverse workforce.
We will consider all qualified applicants for employment without regard to sex, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.
Safer Recruitment
Light Years Education and Light Years School is committed to safeguarding and promoting the welfare of children and young people and expects 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 checks along with other relevant employment checks.
