Office Administrator - Heatherlands Primary School

Overall Purpose

• To provide an effective, efficient and confidential reception and administrative service to the school
• To encourage and maintain effective communication with parents, visitors, colleagues and pupils.
• To work individually, and as part of a team, to support the overall vision and values of the Partnership.

Duties and Responsibilities

1. Receive visitors to the school office, giving information and directions to assist them in the purpose of their visit; ensure visitors have signed in using the appropriate registers and have been issued with visitor badges.
2. Receive and make telephone calls, taking and circulating messages as required; answer routine queries as appropriate and refer more complex or sensitive matters to the appropriate staff member.
3. Receive and distribute mail accordingly, opening all except that identified as ‘confidential’.
4. Liaise with the central team at the Partnership and other Partnership schools as required.
5. Manage the school office email accounts, responding to queries where appropriate or re-directing to another member of staff.
6. Contribute to the school’s administrative and secretarial support through the use of office technology including, but not exclusively, the Management Information Systems for registers and assessment.
7. Provide effective assistance for staff and pupils with any enquiries made at the reception point, by resolving or redirecting queries and giving advice where appropriate.
8. Use and maintain manual and computerised filing systems for various records as required.
9. Undertake a range of other administrative tasks and general duties as required to contribute to the smooth and efficient running of the school for example:
   • Supporting planning of events such as meetings
   • Maintaining the central calendar
   • Dealing appropriately with confidential waste
   • Updating the school website.
10. The post holder must have the ability to deal with a wide range of people, which may include supply agencies and be able to handle their enquiries in a sensitive and confidential manner and in a way which supports the ethos of the school.
11. Liaise with the Site Manager to ensure prompt movement of deliveries into the school and for any Health and Safety matters.
12. Ensure the office area is tidy and free of hazards.
13. Comply with all decisions, policies and standing orders of the school and Coastal Learning Partnership; comply with any relevant statutory requirements, including Equal Opportunities legislation, the Health and Safety at Work Act and the General Data Protection Regulation.
14. Complete Data entry for end of year assessment
15. Help maintain attendance and safeguarding register, and complete statutory returns as required
16. Provide data and reports to the Department for Education as required

Whilst every effort has been made to explain the main duties and responsibilities of the Admin Officer role, each individual task will not be identified. It is expected that all colleagues will endeavour to deliver any tasks identified as reasonable by their Head of School.