BUSINESS ADMINISTRATOR (DATA)

Transcription

1 BUSINESS ADMINISTRATOR (DATA) JOB DESCRIPTION Term time + 6 weeks (40 weeks per annum), 40 hours per week Reports to: Business Administration Manager About John Lyon Founded in 1876 as an Independent day school for local boys, John Lyon is one of the top independent day schools for boys in the UK. We pride ourselves on our broad yet balanced curriculum and ability to tailor an education to meet the individual needs of our students. Our ethos is to treat every boy as an individual, strive for academic excellence and provide outstanding pastoral care whilst offering a broad range of opportunities outside of the classroom. The School has consistent excellent results with value added at all levels, GCSE, AS and A-Level. The main School campus is spread across six buildings on Harrow-on-the-Hill. Together with Harrow School, John Lyon makes up John Lyon s Foundation. The School has a clear set of values which shape who we are, what we do and how we do it. The Team The Central Administration Team (CAT) at John Lyon is the engine room of the School. The team manage and deliver a wide range of operational and administrative duties for the whole School community. The team of 4 staff share an office at the heart of the School and ensure that academic staff as well as staff from The Bursary, Admissions, Marketing, ICT & Data Management, Wellbeing, Estates, pupils and parents are effectively supported throughout the School term. The team members work collaboratively to answer telephones, reply to s, liaise with parents, support teachers and ensure the School day runs smoothly and efficiently.

2 Main Duties and Responsibilities The following duties and responsibilities are intended to give a broad indication of the variety of tasks covered by the Business Administrator (Data) role. Data and Reporting Responsibilities Accurately input data into computerised departmental systems, including the School s, databases and spreadsheets and process, retrieve, analyse and cleanse data as necessary. To undertake the timely and accurate input, import and retrieval of data from the School s MIS (isams), as required including updating pupil and contact data as required. Utilise appropriate software packages and data systems including, but not limited to, the School s Management Information System (MIS) (isams), Word, Excel, Outlook, Publisher and Powerpoint to produce a range of documents. Support the Director of Studies in the development and provision of data for analysis. Check data for the reporting cycles for the Heads of Department and Heads of Year. Publication of reports to the Parent and Pupil Portals and print hard copy for Parent Evenings. Carry out the end of year procedures in the School s MIS (isams) and the Parent Portal including importing the new development sets, promoting students into the new academic year structure incrementing their curriculum years and tutor groups. Produce new timetables for new admissions throughout the year and the periodic maintenance of timetable changes. Maintain and adjust as required AM/PM registration set up in the School s MIS. Update and maintain detention schedule in the School s MIS. Provide administrative support with Options for GCSE and in the Sixth Form, including producing and maintaining spreadsheets. Run weekly analysis reports on attendance, detentions, rewards and exclusions. Maintain staff and parent mobile numbers in Textlocal (School text messaging facility) On a day to day basis sort out data queries on individual student records including upkeep and collection of pupil and contact information. Assist with the collation of data for the statutory school returns. Team Responsibilities Provide cover on the school reception as part of the Central Administrative Team rota, including greeting visitors, issuing passes, receive deliveries answering phone, directing calls and taking messages, retrieve and action voic and manage the enquiries inbox. Attend and assist with the administration of events such as Open Days, Sixth Form Open Evenings, School-in-Action visits, new parent and boy induction, prospective parent information events, entrance examinations, and school trips. Update printed manuals such as the Parent/Staff Handbooks and ensure all policies are updated as necessary. Assist the Registrar with the administration of the Admissions and Registration process including new pupil registration, filing, entrance examinations days and open days as directed by Business Administration Manager. 1

3 Undertake other routine administration as part of the Central Administration Team as directed by the Business Administration Manager, such as taking minutes, scanning, photocopying, mail management, registration, absence recording, cover recording, parent contact, maintaining stationery, reception duties and pupil record upkeep. Ensure professional standards and best practice act as key drivers within a culture of continuous service improvement. It should be noted that a job description is not an exhaustive list of activities, and employees may be asked to carry out other duties commensurate with the grade of the post. The job description may also be amended to take account of changed circumstances, and employees will be consulted if this is necessary. 2

4 Person Specification In making an appointment at John Lyon we look for the person who, at interview and by virtue of their qualifications, best demonstrates their proven skills and abilities as follows: EDUCATION Educated to A level standard or equivalent Completion of an ECDL or other Microsoft qualification SKILLS & EPERIENCE Experience of establishing and maintaining a range of management information systems, ensuring accuracy of databases and spreadsheets with attention to detail Advanced Microsoft Office skills (i.e. Outlook, Word, Excel, PowerPoint, Access and Publisher) Experience of School Management Information Systems (in particular isams) or business administration databases Ability to present information in a logical and systematic manner and to interpret figures with skill and understanding Ability to produce detailed reports and convey information that needs careful explanation or interpretation Experience of using initiative and creativity to resolve problems, identifying practical and suitable solutions Experience of planning, prioritising and organising personal workload or resources to tight deadlines under pressure Ability to proactively work with others to achieve team objectives Strong communication and relationship management skills with the ability to deal with a wide range of people and situations confidently, sensitively and diplomatically Self-motivated, professional and approachable providing excellent team support and best working practices Experience finding innovative ways to drive efficiency, actively shaping the environment, reviewing working practices and delivering excellence Demonstrable ability to develop and maintain effective professional working relationships and networks with a wide range of stakeholders and use these relationships to improve service effectiveness and delivery Confidence and the ability to challenge actions that go against protocol and risk the team or school s reputation ESSENTIAL DESIRABLE The post holder s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the School s Child Protection Policy Statement at all times. 3

5 This position is subject to an ENHANCED DBS certificate in the event of a successful application. Copies of the School s Code of Practice and Policy on the Recruitment of Ex-Offenders are available from the Human Resources Department. As a provider of employment and education, we value the diversity of our staff and students. We are committed to providing a fair, equitable and mutually supportive learning and working environment for our students and staff. 4