Job Introduction

Tweseldown Infant School is looking for a Senior Administrative Assistant to join our busy office. The senior administrative assistant (SAA) is responsible for supporting the School Business Manager within administrative, financial and organisational processes within the school. The majority of the role (60%) will be based around inputting manual and computer based information to compile and draft financial reports. The SAA will be able to prioritise their own work load and direct other office staff with theirs. The SAA will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions. 

Duties and responsibilities

General administration

• Update manual and computerised record/information systems
• Update and maintain the school calendar  
• Assist with managing the school’s email inbox, ensuring the school 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 school’s IT systems
• Provide administrative support to staff as needed 
• Book training courses for all staff
• 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

• Oversee pupil attendance, 
• Train staff in producing fines and 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 

Reception 

• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner 
• Respond to messages promptly and accurately, passing on information to relevant staff members as necessary 
• Develop and maintain a system of information and contacts (mainly within the local school network), to enable provision of information and advice to colleagues and parents/pupils/visitors
• Assist staff and pupils with the information and support they need

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 
• Administer the school’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 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  
• Assist with marketing and promoting the school

Finance 

• Enter data into the school’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 school’s procedures 

Other areas of responsibility

• Read and follow the relevant school policies
• Comply with relevant legislation eg Health and Safety
• Undertake welfare support to pupils including provision of first aid where appropriate 
• Administer medication as required
• 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

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.