Job Description & Person Specification Administrator

Transcription

1 Job Description & Person Specification Administrator

2 Job Description Job Title: Pay Grade / Scale / Range: Benefits & Perks: Administrator New Bridge Group NJC Scale 4 SCP 18-21: ,139 Full year salary Flexible Working, occupational pension scheme, occupational sickness scheme, full training Working hours: Location: Special circumstances: 36 hours 40 minutes per week, Term Time only Ability to work the hours needed to meet all the demands of the job. You may be required to work at any site of the New Bridge Group Some out-of-hours working required at busy times. Staff responsible to: Office Manager New Bridge Group Staff responsible for: None Accountable to: Executive Principal Probationary period: 6 months Job Purpose Responsible to the Office Manager and under the instruction of designated senior staff, the post holder will typically have specific responsibilities relating to administrative support of areas such as the whole school curriculum or pastoral services and dedicated outcomes, and undertake general clerical, administrative, financial and whole school organisational support responsibilities as required and commensurate with the post. Key Tasks - Administration 1. Provide dedicated administrative support for a specific whole school administrative process with outcomes, e.g. admissions, appeals and exclusions and adhere to specified procedures, keeping knowledge up-to-date with changes and making appropriate returns. 2. Undertake word processing including letters, reports and schedules, and work which utilises other ICT packages such as databases, spreadsheets, formatting presentations or research on the internet. 3. Organise and facilitate meetings or other school events, such as meetings with parents/carers, school trips, school committees and staff meetings, and undertake other

3 related tasks including producing agendas, collating papers, booking venues, coordinating transport and provision of refreshments. 4. Undertake routine administration of school lettings and other uses of school premises. 5. Support projects and programmes specific to the organisation, e.g. school based placements and offsite provision. 6. Under the direction of the Office Manager, assist with the operation of supply cover as required. Key Tasks - Data Management 7. Undertake specific and detailed analyses of data and produce reports as required. 8. Be responsible for the maintenance and collation of registers and pupil reports, including PLASC data and other information that is routinely required by the Group or any other external agencies. 9. Maintain manual and computerised filing systems, including pupil related documents/records and information relating to dedicated areas of support, and ensure data can be efficiently retrieved when required. Key Tasks - Finance, Human and Physical Resources 10. Undertake financial tasks relating to the dedicated administration support and to general administration duties, following the organisation s financial procedures and in liaison with the Group s Finance team. 11. Undertake tasks associated with payroll, ensuring information required by the payroll provider is accurate and received in time for the necessary deadline. Answer general queries connected to payroll which may require some investigation and liaise with the payroll provider, pension funds and HMRC (for tax related issues). 12. Operate uniform/snack or other school shops within the organisation as required. 13. Distribute school uniform to pupils in line with the Uniform Code in cases of noncompliance and record accordingly, as required. Key Tasks - Reception and Customer Service 14. Undertake reception duties, answering routine telephone and face-to-face enquiries, taking messages and forwarding them on to the relevant person as required. 15. Welcome visitors to the organisation, ensuring health, safety and safeguarding procedures are followed, such as the signing in/out of a register, issuing badges/passes or escorting visitors as required. 16. Respond to queries from pupils, parent/carers, staff and external organisations, and for those that cannot be resolved immediately, take messages and forward on to the most appropriate person as required. 17. Make arrangements for external visitors, for example, the school nurse, photographers, linked schools and parents/carers. Key Tasks - General Clerical 18. Provide and organise general clerical support, e.g. photocopying, filing, ing, completing forms, dealing with mail and responding to routine and complex correspondence. Key Tasks - Pupil Welfare 19. Undertake pupil welfare duties, looking after sick pupils and administering basic first aid as necessary, and liaising with parents/staff in accordance with the organisation s procedures. The role could include administering first aid to other members of staff. Standard Duties 1. Understand the importance of inclusion, equality and diversity, both when working with pupils and with colleagues, and to promote equal opportunities for all. 2. Uphold and promote the values and the ethos of the organisation.

4 3. Implement and uphold the policies, procedures and codes of practice of the organisation, including those relating to customer care, finance, data protection, ICT, health and safety, anti-bullying and safeguarding/child protection. 4. Take a pro-active approach to health and safety, working with others in the organisation to minimise and mitigate potential hazards and risks, and actively contribute to security, e.g. challenging a stranger on the premises. 5. Participate in and engage with workplace learning and development opportunities subject to the organisation s training plan, working to continually improve own performance and that of the team/group. 6. Attend and participate in relevant meetings as appropriate. 7. Undertake any other additional duties commensurate with the grade of the post. Contacts Pupils, staff, parents, carers, guardians and visitors to the organisation. Relationships to other posts in the department Responsible to: Office Manager New Bridge Group Responsible for: Not applicable Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and post holders to share this commitment. For child protection purposes an enhanced disclosure will be required for this post. PLEASE SUBMIT EVIDENCE OF PREVIOUS EXPERIENCE, SKILLS AND ABILITIES ONLY AGAINST THE CRITERIA EMBOLDENED BELOW Person Specification Selection Criteria Essential Education and Qualifications Selection Criteria Desirable Assessed By Literacy and Numeracy skills equivalent to Level 2 of the National Qualification & Credit Framework Willingness to obtain basic first aid certificate Experience Experience of using computer packages for word processing, spreadsheets, databases, s and researching information Experience of undertaking a wide range of office based administration and clerical tasks, including financial procedures and responsibilities Experience of handling cash NVQ Level 2 in Business Administration or ECDL First aid certificate Experience of working within a school in an administrative/business support capacity AF

5 Experience of undertaking reception duties and providing high levels of customer care Experience of team-working to work effectively with others and meet deadlines and goals Experience of following instructions, procedures and policies Skills and Abilities Communication skills to deliver polite, courteous and efficient customer service, in person and over the telephone Written communication skills to take accurate messages, passing them on to others and to take accurate minutes Initiative to respond to unexpected problems using recognised procedures and policies as a guide Organisational skills to work under pressure to complete tasks to deadlines, re-prioritising own workload if necessary Knowledge Understanding of the type of activities which take place within the school office and an appreciation of the administration needed to give effective support for the school Understanding of data protection and the need to keep information confidential Understanding why safeguarding is important when working with children and young people Work circumstances To work occasionally out of hours to support school functions I Abbreviations: AF = Application Form; I = Interview N.B. Any candidate with a disability who meets the essential criteria will be guaranteed an interview