Job Introduction
The Senior Administrative Officer plays a crucial role in supporting the smooth and efficient operation of The Hayling College, a small secondary school in Hampshire with 539 pupils on roll.
This position is responsible for overseeing the school's administrative systems, ensuring effective communication and collaboration with staff, parents, and external stakeholders. The Senior Administrative Officer will work closely with the Headteacher, Business Manager, and Leadership Team to uphold the school's vision and values, which prioritise creating a nurturing and inclusive environment for all pupils.
Key Responsibilities and Duties
- Safeguarding and Record Keeping
- Monitor entries into the single central record (SCR), ensuring compliance with safeguarding and local requirements
- Monitor and review the school's DBS checking process, ensuring compliance with requirements and efficiency is achieved
- Keep records in accordance with the school's record retention schedule and data protection law, ensuring information security and confidentiality at all times
- Responsible for staff payroll and the IBC payroll system, including actioning both Teacher and support Staff pay awards
Recruitment and Induction
- Coordinate the advertisement of vacancies, to both internal and external candidates, including working with external partners to publicise available roles
- Develop job descriptions, person specifications, job advertisements, and candidate information packs
- Oversee the recruitment process, including communicating timeframes to all involved and sending out the necessary information at each stage
- Prepare material for interviews, including collating interview questions and developing tasks
- Ensure safer recruitment procedures are followed
HR, Leadership, and Advice
- Monitor and review the school's HR policies and procedures, and liaise with Education Personnel Services as required
- Manage the school's HR information system, Arbour, including managing user access
- Manage and update school HR documents, including HR forms and HR letters
- Assist with disciplinary and grievance procedures, as necessary
- Line manage staff, including taking responsibility for their professional development
- Update staffing information as necessary to support with the school's payroll
- Responsible for staff payroll and the IBC payroll system, including actioning both Teacher and support Staff pay awards
- Deal with any school concerns or complaints as a point of contact, liaising with the Headteacher, Leadership Team, and Clerk to the Governors
- Maintain a list of all school policies, both statutory and non-statutory
- Maintain accurate staff absence records and process Occupational Health referrals
- Take accurate minutes at confidential meetings and Leadership Team meetings
Additional Responsibilities
- Work closely with the Headteacher, the Business Manager, and the Leadership Team
- Demonstrate adaptability and the ability to coordinate with other staff
- Utilise AI and technology to enhance administrative processes
- Foster an engaging and supportive team culture
- Embrace flexible working arrangements and support staff wellbeing
Skills and Competencies
- Strong organisational and time management skills to ensure the efficient running of the school office
- Excellent communication and interpersonal skills to build positive relationships with staff, parents, and external stakeholders
- Proficient in the use of school management information systems (MIS) and HR software, such as Arbor
- Ability to maintain strict confidentiality and handle sensitive information with discretion
- Thorough understanding of safeguarding procedures and data protection regulations
- Proven experience in leading and developing a team of administrative staff
- Adaptable and able to prioritise tasks in a fast-paced environment
- Commitment to continuous professional development and aligning with the school's vision and values
Professional Development
The Hayling College is committed to supporting the professional growth and development of all its staff, including the Senior Administrative Office. This role will provide opportunities for the post-holder to engage in relevant training and upskilling, both internally and through external providers. The school encourages a culture of continuous learning and encourages the Senior Administrative Officer to take an active role in their own professional development, aligned with the school's vision of providing an excellent education for all pupils.
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.
