Administration Assistant & Receptionist

General Administration

• Provide general clerical/admin. support e.g. photocopying, filing,emailing, complete standard forms, respond to routine correspondence, sort and distribute mail.
• Undertake reception duties, answering general telephone and face to face enquiries and signing in/escorting visitors.
• Assist with the supervision of agency workers and volunteers who attend the Academy from time to time. 
• Supporting parents with queries via email and phone.
• Manage the main school admin inbox.
• Support with the absence management of pupils when required. 
•  Assist with pupil first aid/welfare duties, liaising with parents/staff etc. 
• Assist in arrangements for academies trips, events etc.
• Ensure the smooth running of student meals with the catering provider. 
• To assist in the safe arrival and departures of pupils (via vehicles/minibuses).
• Provide general clerical/admin. support e.g. photocopying, filing,emailing, complete standard forms, respond to routine correspondence, sort and distribute mail 
• Maintain manual and computerised (Arbor) records/management information systems
•  Undertake typing and word-processing and other IT based tasks 
• Undertake administrative procedures 
• Produce lists/information/data as required e.g. pupil/staff data 
• Take minutes at meetings 
• Support the Deputy Headteacher with the admissions and transition processes. 
• Maintain and collate pupil/staff records and reports 
• Undertake routine administration of academy lettings and other use of school premises 
• Undertake financial procedures, under supervision 
• Arrange meetings, bookings, stock taking (including the weekly snack order).
• Assist with recruitment processes and associated administration when required
• Operate relevant equipment/ICT packages (e.g. word, excel, databases, spreadsheets, Internet) 
• Maintain stock and supplies, cataloguing and distributing as required 

Organising Cover

• To assist with the organisation of daily cover for absent staff using the diary which details planned absences, meetings, school trips and training, plus unplanned absences. 
• In the absence of the HR Administrator, manage the organisation of cover on a day to day basis.
• To allocate cover effectively and efficiently to enable the school to operate with minimum disruption to the students. To inform relevant staff of any changes to the cover list.
• Throughout the day, deal with any changes regarding cover arrangements and deal with any issues arising. This requires considerable mobility around the school to ensure that all messages are received by relevant members of staff.
• To liaise with supply agencies on a daily basis and book supply staff as required

General 

• Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person 
•  To be responsible for promoting and safeguarding the welfare of students within the academy and implementing all associated policies (eg Child Protection) 
• Be aware of and support difference and ensure equal opportunities for all
• Contribute to the overall ethos/work/aims of the school 
• Attend and participate in relevant meetings 
• Appreciate and support the role of other professionals 
• Participate in training and other learning activities and performance development as required
• To support, uphold and contribute to the development of the Co-op Academy Trust’s Equal Rights policies and practices in respect of both employment issues and the delivery of services to the community. 
• To be supportive and of an inclusive ethos and sensitive to the special educational needs and ages of the pupils. 

Undertake any other duties commensurate within the post and be willing to train in any other office duties beyond their current job description. 

The aim of the Job Description is to indicate the general purpose and level of responsibility of the post. Duties may vary from time to time without changing the character of the post or general level of responsibility. This is an outline Role Description only and the post holder will be expected to undertake duties commensurate within the range and grade of the post or any lesser duties as directed by the Headteacher.