Administrative Assistant for Prep School and EYFS

Full-time, permanent position. 

Fixed holiday weeks in line with term dates.

40 hours / week between 8.00am–4.30pm Monday to Friday

£10 / hour 

A vacancy has arisen for an Administrative Assistant for Prep School and EYFS at Kingsley School in Bideford, a co-educational independent day and residential school for students aged 2-19. The role will appeal to anyone with experience and skills working in administration and customer service and an interest in working within the school environment. The role is for 52 weeks of the year with fixed holiday weeks in line with term dates, and the hours are 40 hours per week which will include some flexibility to support holiday and sickness cover.

Kingsley School offers excellent working conditions, including year-round parking and free lunches on working days during term-time. It is a friendly, caring environment where all staff and students are respected and valued. Set in beautiful grounds just above Bideford and with a real focus on environmentalism and sustainability, the school offers a unique working environment for all.

Kingsley School is an equal opportunities employer, committed to safeguarding and promoting the welfare of children and young people.  We expect all staff and volunteers to share this commitment and this post is subject to an enhanced DBS check.

Kingsley School require all applicants to be eligible to work in the UK with no restrictions, as we are unable to offer sponsorship/work visas. You will be required to provide proof of Right to Work at interview stage.

For more information, please see the Administrative Assistant for Prep School and EYFS Job Description. If you would like to apply for this position please complete an Application Form and send it to Sarah Kettlewell, PA to the Head Teacher, by email at: head@kingsleyschoolbideford.co.uk with ref: Administrative Assistant for Prep School and EYFS. Your supporting statement should outline your suitability for the post. 

The closing date for applications is 5pm on Monday 25th July 2022. Interviews will be held during week commencing 1st August 2022.

Start date: ASAP

PREP SCHOOL AND EYFS ADMINISTRATOR

Line-manager: Prep School Head Teacher

Hours: 40 hours per week between 8.00am – 4.30pm Monday to Friday. Full-time, permanent position with fixed holiday weeks in line with term dates.

Line-manages: N/a

Main Purpose of the Job

1. To ensure the smooth-running of the prep school office 

2. To provide full administrative support to the Prep School and EYFS management, teaching staff and others in the administration team as required 

3. To manage “front of house” area – greet all visitors and make them feel welcome 

4. To assist with school special events: performances, trips, residentials etc.

5. To project a professional image of the school at all times 

Duties and Responsibilities

Office administration and front of house duties 

1. Meet and greet all visitors to the Prep School 

2. Answer and direct all incoming phone calls to the Prep School

3. Carry out admin duties 

4. Maintain email accounts as required 

5. Assist in the upkeep of student and staff databases 

6. Order stationary, first-aid equipment, and sundries  

7. Maintaining a clean, tidy, and orderly admin office 

Day to Day running of the School 

1. Help maintain general order in the school e.g. sorting lost property and tidying notice board 

2. Offer initial first aid, and contact parents or school nurse as necessary 

3. Assist with media news items

4. Assist with upkeep of electronic school systems such as iSAMs, databases, calendars etc.

5. Assist with management of school assessments

6. Manage bookings for events

Internal Meetings 

1. Assist with organising meetings

2. Organise refreshments for meetings if necessary

3. Write minutes when required

Marketing & Events 

1. Assist with the management of guest lists for school performances and special events 

2. Assist with distribution of invites 

3. Process online tickets when necessary 

4. Organise refreshments and assist with any other preparations such as signage, furniture etc. 

5. Produce performance programmes   

6. Assist with the coordination of photos 

7. Assist with maintenance of image archive 

Other  

1. Be responsible for communication, data collection, travel, and accommodation for trips and residentials.

2. Housekeeping – loading/emptying dishwasher, making tea and coffee as required, etc.  

3. General administrative support for the administration team and teachers, as required.

4. Undertake other duties commensurate with the level of this position.

5. Provide domestic and administration support, including meal provision and laundry assistance, during Nursery opening weeks outside of Prep School term dates.

Qualifications, Knowledge and Experience

1. Administrative experience. 

2. Excellent working knowledge of ICT including MS Office (Word, Excel, Outlook). 

3. Excellent interpersonal, oral, and written communication skills. 

4. Ability to work independently and as part of a team. 

5. Ability to establish good working relations at all levels of the Institution – with students, parents, teachers, senior management, parents/teacher association, local advisory board.

6. A pleasant manner with visitors.  

7. Good organisation skills, ability to multi-task, prioritise effectively and work to tight deadlines. 

8. Understanding of equal opportunities.

Desirable Skills & Experience: 

1. Specific experience of working in a school.

2. Valid First Aid qualification.

3. Minute writing skills. 

4. Experience with EventBrite.