BUSINESS ADMINISTRATOR An exciting opportunity has arisen to join our newly created Central Administration Team covering a range of responsibilities including pupil registration, general administration, reception cover, database and system management as well as assisting the School s Admissions and Estates departments. The successful candidate will be comfortable working collaboratively in a dynamic and vibrant open plan environment and possess excellent organisational and administrative skills with a thorough working knowledge of MS Office. Opportunities to streamline and modernise processes and procedures will occur and the Business Administrator will be expected to proactively contribute to these enhancements. In return the School offers a highly competitive salary, generous staff benefits and a commitment to professional development. Hours: 40 hours per week x 40 weeks per annum (term time + 6 weeks) Actual Salary: 24,598 pa inc. For further information or to apply for the role please refer to the School website where a job description, person specification and application form can be found www.johnlyon.org/vacancies Completed applications should be returned to recruitment.support@johnlyon.org Please be aware that CV s alone will not be accepted. Closing date for applications: 9am on Thursday 3 rd May 2018 The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service. The John Lyon School is an equal opportunity employer.
BUSINESS ADMINISTRATOR 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. The School s sports grounds are on a separate 25 acre site situated on the south of the Hill, a 10 minute walk from the main campus. 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 DEPARTMENT 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 emails, liaise with parents, support teachers and ensure the School day runs smoothly and efficiently. DUTIES The following duties and responsibilities are intended to give a broad indication of the variety of tasks covered by the Business Administrator role. Administrative and Reception Responsibilities To provide professional and efficient administrative support as a member of the School s CAT. Undertake routine administration as directed by the Business Administration Manager, such as taking minutes, filing, scanning, photocopying, registration, absence recording, parent contact, maintaining stationery, reception duties and pupil record filing and upkeep. Assist with the administration of events, trips and visits. 1
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 correspondence, newsletters and reports, research and analysis, as appropriate. Produce and distribute items such as invitations, flyers, agendas, evaluation forms, etc. To provide secretarial support, including the taking of formal minutes to School committees/meetings and to expedite follow up actions resulting from them. Undertake and continuously improve administrative duties in accordance with departmental requirements including providing telephone cover and message service, setting and maintaining office systems, arranging meetings and maintaining diaries. Provide professional support to the Senior Management Team, dealing with confidential and sensitive matters, answering telephone calls, diary management, travel planning, arranging and supporting events and meetings. Organise venues, hospitality, room bookings and conference facilities. Complete specific work projects as directed by the Business Administration Manager. Process day to day correspondence in an efficient manner, drafting responses where appropriate and ensuring that priorities are dealt with swiftly. Arrange for documents to be photocopied, printed or bulk processed. Develop effective working relationships with a diverse range of contacts both within the School and externally. Provide a warm and welcoming reception service including greeting visitors, issuing passes (in line with School policy and safeguarding procedures), answering phone, directing calls and taking messages, retrieve and action voicemail and manage the enquiries inbox. Ensure all visitors are aware of safeguarding procedures, security and safety issues, including evacuation procedures. In accordance with the Schools Safeguarding policy, politely but firmly challenge visitors who may be attempting to enter the premises without clear purpose. Monitor and reorder when necessary stocks of basic items, e.g. stationery, paper, toner, etc. Receive and sign for deliveries, ensuring packages are stored in the agreed holding place and relevant staff are notified of deliveries. Receive mail, sort, frank and distribute as appropriate. Provide a photocopying service for staff in line with School procedures, arrange for documents to be photocopied/printed, scanned, laminated, and/or finished as appropriate. Operate and carry out daily checks on the School photocopiers reporting issues to Business Administration Manager or direct with supplier, as appropriate. Ensure professional standards and best practice act as key drivers within a culture of continuous service improvement. Be a brand guardian to ensure that the John Lyon brand and logo is used correctly throughout School life. Attend and assist with events such as Open Days, Sixth Form Open Evenings, School-in-Action visits, new parent and boy induction, prospective parent information events and entrance examinations. Update printed manuals such as the Parent/Staff Handbooks and ensure all policies are updated as necessary. Database and System requirements 2
Accurately input data into computerised departmental systems, databases and spreadsheets and process, retrieve, analyse and cleanse data as necessary. Update manual and computerised management information systems including the School website and handbooks. To undertake the timely and accurate retrieval of data from the School s MIS (isams). To input, maintain and retrieve data, providing reports and assisting with the collation of data such as statutory returns. Admissions 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. Help to organise prospective Parents Forum meetings, school tours, open days and other admissions events. Assist with 11+, 13+ and 16+ entrance and examinations. Organise and manage scholarship assessments and other entrance activities. Be aware of UK Border Agency requirements with responsibility for allocating CAS applications for Overseas Students. Liaise with Heads of Departments regarding entrance examinations. Liaise with, visit and arrange meetings with feeder schools and ensure smooth transition of prospective pupils into John Lyon. Organise various events with Academic staff to include local preparatory and maintained schools visits. Work closely with Finance Department team regarding registration fees and other financial matters and procedures. Assist with the preparation of the Parents Handbook and all new pupil registration and information forms and ensure all polices are updated as necessary. 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. 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. If, in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety or welfare of children in the school s/he must report any concerns to the School s Designated Safeguarding Lead. 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 Personnel Department In accordance with the Health and Safety at Work Act 1974 all employees have a duty to look after their own and others health and safety. John Lyon is an Equal Opportunity Employer. 3
Person Specification This post is front-line, administrative role which requires the successful candidate to demonstrate excellent organisational skills combined with a thorough working knowledge of MS Office. A calm approach, attention to detail, confidentiality and the ability to work to tight deadlines under pressure are essential, as is the ability to communicate and deal confidently with a wide range of people and situations. The postholder will have considerable knowledge of best practice within an administrative setting, be an excellent organiser, able to act on their own initiative to problem-solve and possess outstanding interpersonal skills to enable collaborative working in a high performing team environment. Qualifications Educated to A level standard or equivalent. Completion of an ECDL or other Microsoft qualification. Core competencies Ability to produce letters, detailed reports and convey information that needs careful explanation or interpretation. Ability to minute and produce accurate records of meetings and events. Ability to present information in a logical and systematic manner and to interpret figures with skill and understanding. Self-motivated, professional and approachable providing excellent team support and best working practices. Experience of establishing and maintaining a range of management information systems, ensuring accuracy of databases and spreadsheets. Experience of using initiative and creativity to resolve problems, identifying practical and suitable solutions. Proven 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. Proven track record of working in an environment where the ability to work at speed is crucial. Experience of planning, prioritising and organising personal workload or resources and proactively working with others to achieve team objectives Strong relationship management skills with the ability to deal with people at all levels confidently, sensitively and diplomatically. Confidence and the ability to challenge actions that go against protocol and risk the department s reputation. Accustomed to finding innovative ways to drive efficiency, actively shaping the environment, reviewing working practices and delivering excellence. The ability to support a variety of school and business based processes incorporating administration, admissions, estates and marketing. Knowledge of design and marketing processes. System Knowledge Advanced level experience of Microsoft programmes (i.e. Outlook, Word, Excel, PowerPoint, Access and Publisher). Excellent IT Skills including experience of databases. Experience of School Management Information Systems or business administration databases. 4