JOB DESCRIPTION. Academic, administrative and support staff, pupils, parents, external agencies

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1 Here at TCH we value our individual pupils and staff for the breadth and variety of their talents. Our core values are effort, commitment, respect for others, thoughtfulness, and consideration. JOB DESCRIPTION TITLE OF POST: ACCOUNTABLE TO: LIAISES WITH: RATES OF PAY: PRE PREP SECRETARY HEAD OF PRE PREP Academic, administrative and support staff, pupils, parents, external agencies 22,275-23,843 pro rata HOURS: Term time During School holidays 7.45am 4.45pm Up to 15 days ROLE PURPOSE: This is a key role working in the Pre Prep reception of the School, greeting visitors, assisting the Head and Deputy Head, teaching and support staff with administrative tasks such as registration, booking transport and updating the Schools information database (isams), as well as administering first aid to sick or injured pupils. It is a very varied and interesting post which requires the ability to multi-task, work flexibly and to assimilate and handle numerous pieces of information simultaneously. This position requires discretion and sensitivity towards children, parents and staff. On occasion, the post-holder may be party to sensitive information and it is vital that discretion and trust are implicit. A. MAIN DUTIES AND RESPONSIBILITIES Organisation - To ensure that clear and effective systems are established and maintained in consultation with the Head and Deputy Head of Pre Prep. Reception to receive all visitors to Pre Prep and issue with security badges. To deal with deliveries and distribute all incoming mail. To log notifications of pupil absence and place in relevant register. Registration - to ensure the accurate completion of the late book and that the information is transferred into returned class registers. To undertake all administrative tasks associated with the children s attendance including the transfer of data to registers and maintaining up to date records of children off site and the reasons for this. This will require careful checking of the registers twice daily, following up absences in accordance with our policy.

2 After School Care to co-ordinate requests from parents and keep duty staff informed of requirements e.g. catering. Photographs to arrange visits for school photos and co-ordinate ordering and distribution of photos. Transport - to co-ordinate bookings for School minibuses and arrange coach bookings for School trips. Medicals to liaise with School Doctor for medicals and undertake all associated administration and record keeping. This includes creating, monitoring and distributing individual care plans as required. Telephone to answer the telephone, transfer calls, deal with queries, referring callers to the appropriate person or department, take accurate messages and ensure that these are passed on without delay. This also applies to correspondence. Departmental budgets to maintain records of departmental budgets. Orders to place orders, once authorised, and check deliveries. Pupil Records - to maintain accurate and up to date filing of all pupil records, setting up new files as required and archiving leavers files. End of term envelopes - to undertake the administration of the end of term envelopes labelling, preparing for second mailings, inserting fee invoices and any other information to be sent to pupils homes, including pupil reports. First Aid - to monitor and refresh stocks of First Aid supplies as required. Retain medicines provided by parents safely and securely and administer to children as indicated. Administer first aid as required. Maintain staff accident book and send pupil accident forms to parents ensuring incidents are logged accurately and in a timely fashion bringing any instances of concern to the immediate attention of the Bursar. Schools Information Management System (isams) to use the computer system to complete routine tasks within the department, e.g. running off fire registers and registration reports Weekly curriculum information newsletters to set up weekly curriculum letter formats, adding relevant dates and events and ensuring that these are up-to-date and accurate. Pre Prep Diary to manage the Pre Prep diary and book facilities such as the Read Hall for the department. Minutes to take minutes of the weekly Common Room briefing and any other meetings as required. Miscellaneous - to undertake general administration and photocopying as requested by staff. To sort out minor problems such as paper jams, ensure adequate supplies of toner 2

3 for photocopiers and liaise with service engineers as required. Maintain paper supplies for the photocopier. B. GENERAL RESPONSIBILITIES It is important that all members of Town Close staff are flexible and prepared to undertake other duties as appropriate to the grade and skills of the post holder in order to maintain the efficient running of the School. To become familiar with and use any relevant computer systems as required for the duties of the post. The post-holder will attend relevant training as identified by the School to meet the requirements of the School. It is expected that the knowledge and skills acquired from attendance at such training will be shared and applied within the team as appropriate. The post holder is expected to personally comply with the statutory provisions of health and safety at work legislation and School policy and to always work in a safe manner and not to put themselves or others at risk. The post holder is expected to dress smartly in appropriate business wear eg no jeans or trainers and men to wear shirt and tie. Any tattoos must be kept covered. It is a requirement that all employees of the School maintain confidentiality of information acquired in the course of undertaking their duties here. To comply with the School s core values. 3

4 PERSON SPECIFICATION PRE PREP SECRETARY ESSENTIAL DESIRABLE Assessed From: Qualifications Good standard of general education to include maths and English GCSE or equivalent - C or above ECDL RSA typing certificates Application NVQ or similar in administration/secretarial duties, Experience Experienced in office procedures, typing and general administration. Experience within a school environment Application Interview references Experienced in using Microsoft packages Word, Excel etc Knowledge and Skills Skilled at dealing with customers, external agencies and the general public both on the phone and in person Use of isams software Application/ Interview/ References Disposition and attributes Computer literacy to the standard required to undertake office administration in Word, Excel etc Flexible and adaptable, able to multitask Interview References Responsible, able to work sensitively and responsibly with children and raise any safeguarding concerns Trustworthy, able to respond to the safeguarding needs of the children Patient and calm under pressure Willing, and able, to administer first aid to pupils once appropriately trained Able to demonstrate excellent customer service skills Able to work effectively and 4

5 conscientiously on own initiative and within a team Sees tasks through to completion High standards of personal and professional integrity A team player Meticulous with high standards of attention to detail and excellent organisational skills 5