Senior Administrator

Job Description: General Administrator

Reporting to: Student Services Office Manager 

Start date: ASAP 

Contract: Permanent (all year round)

Salary: Grade 3 (£20,237 – £21,190) 

Hours: 8am until 5pm

Please email via the button below for an application form, as we do not accept CV

The Role 

As a Senior Administrator, you will provide comprehensive administrative support to the school and act as a central supporting role for staff, students and parents. You will work with other members of the Business Support Team to uphold the vision and ethos of the school at all times and provide an excellent customer service to a range of stakeholders. 

Key Responsibilities

Establish and maintain efficient administrative systems and processes to support the effective running of the school 

• Working closely with the Student Services Office Manager to ensure that any pre-planned absences are covered across the Academy.
• Provide general clerical and administrative support for the academy e.g. photocopying, filing, emailing, completion of standard forms, and respond to routine correspondence, letters to parents, etc.
• Maintain manual and computerised records and management information systems, producing accurate lists or data as required by colleagues or compliance bodies 
• Liaise with colleagues and external contacts at all levels of seniority with confidence, tact and diplomacy 
• Assist with student welfare and liaise with parents where necessary
• Maintain stationery and photocopier paper supplies, manage stock cupboard and distribute as required 
• Arrange school trips efficiently, taking responsibility for bookings and coordination of all school trip requirements 
• Provide cover for the reception areas as necessary 
• To cover the student support reception area as requested
• To create documents from start to finish, ensuring finished documents are to an excellent standard
• To provide refreshments for meetings when required 
• To send text messages to parents on behalf of staff 
• To support with administration associated with Parents’ evenings, open evenings and other key academy events and to provide front of house support for these events, out of school hours
• To monitor the academy’s voicemail, ensuring that messages are dealt with in a timely and professional manner 
• To ensure that all queries are dealt with efficiently and effectively 
• To sort and distribute incoming mail, record and frank all external post each day 
• To input/export data and ensure integrity within Bromcom and other systems including attendance, reporting, updating of student details etc.
• To assist with first aid, including looking after ill students and liaising with parents and staff
• Maintaining confidentiality at all times
• To liaise with colleagues and external contacts at all levels
• Deal with lost property and ensure it is returned to students if possible 
• To provide general admin support re: student attendance e.g. first day absence calling, late gate etc. 
• Issuing of locker keys and keeping the locker list up-to-date
• To answer the telephone in a professional, friendly and efficient manner, using the corporate greeting and taking messages where appropriate 
• To manage the administration around exclusions
• Creating and producing exclusions letters and governors report for the academy
• Co-ordinating the complete administrative process for students’ exclusions, to include re-integration meetings, liaising with LEA, sending exclusion analysis to relevant staff, typing and sending correspondence
• Maintaining an efficient and confidential filing system and assisting with archiving

Admissions 

Working closely with the Student Services Office Manager to ensure the admission process is run smoothly and effectively. As part of your role, you are required to:

• Maintain the admissions calendar and ensure clear processes are in place to ensure the efficient running (and monitoring) of admissions, in order to ensure the timely release of student data
• Produce reports (both written and data based)
• Maintain the waiting list for all year groups across the whole academy
• Coordinate the Year 7, 8, 9, 10 and 11 interviews and admissions
• Update and maintain admission records for students
• Liaising with prospective students and collecting and storing relevant information, in order to ensure the smooth running of the process.
• Work with the Student Services Office Manager to arrange open days, dealing with the administration and logistics of the events, to ensure they run smoothly and effectively
• Deal with enquiries and request for information in a timely manner to ensure effective guidance and information is delivered at all times
• Maintain relevant databases, including personal records on students, using Bromcom, in order to ensure they are up to date and fit for purpose
• Maintaining an efficient and confidential filing system and assisting with archiving

Other

• Carry out other reasonable tasks as directed by Principal/Vice Principal and Office Manager. 
• To undertake any other professional duties as set down in the Ark Schools pay and conditions of service document, and as directed by the Vice Principal 
• To be willing to undertake appropriate training in line with contractual duties 
• To be flexible in regards to working hours 
• Fire marshal duties 
• To attend out of school hours’ events for e.g. summer fair, open evenings, etc

Person Specification: Senior Administrator

Qualifications

• NVQL3 or equivalent 
• Right to work in the UK 

Knowledge, Skills and Experience

• Experience of running effective administrative systems 
• Experience of data entry into databases and other IT systems
• Excellent communication, writing and editing skills 
• Excellent organisation and time-management skills 
• High level of proficiency with Microsoft Office 
• Able to build relationships with a range of stakeholders and anticipate others’ needs 
• Able to manage several projects at once, prioritising accordingly to meet all deadlines 
• Able to take ownership of tasks and work with minimal supervision

Personal Characteristics

• Genuine passion for and a belief in the potential of every pupil 
• Deep commitment to Ark Globe Academies mission of preparing our students for university and to be leaders in their community and promote a fair society
• Excellent interpersonal skills with children and adults.
• Helpful, honest, approachable, positive and the ability to stay calm and diplomatic under pressure 
• Able to take direction but also be able to take initiative when required