Administration Assistant

Hilden Grange is a co-educational preparatory day school for children aged 3-13 years. The school was founded in 1929 and is now part of Inspired Education. At Hilden Grange we are dedicated to giving our children a broad and balanced education in a supportive and stimulating environment where every child's potential can be realised in academic, creative, physical and spiritual areas. Pupils strive for high standards, both inside and outside the classroom, they take pride in their achievements and enjoy participating wholeheartedly in the life of the school.

We are now looking to recruit a First Aid qualified Administration Assistant to have overall responsibility for First Aid across the school including being the first point of contact for all First Aid concerns presented by students (aged 3-13) and staff. 

The successful candidate will also undertake admin tasks for the school as appropriate.

This is a full time role, term time only, available from January.

Interviews will take place on an ongoing basis, therefore early application is encouraged as we reserve the right to close the advert early if a suitable candidate is appointed.

Key Responsibilities -

• Assess First Aid problems presented by students and staff and take appropriate action, including the proper administration of medicines and keeping appropriate confidential records

• Liaise with class teachers, form tutors, other staff members are parents regarding health matters

• Brief staff on pupils’ health, medical and welfare issues

• Be responsible for the regular review and effective implementation of the school’s First Aid policy

• Produce student medical needs list and emergency first aid list. Support students with significant health needs

• Maintenance of appropriate medical and pastoral records on appropriate school systems including accident reports and the school communication log etc.

• Administering medication where required, in line with school policy

• Network with internal and external health agencies on a regular basis

• Liaise with a range of health agencies with a view to seeking advice and support on behalf of students with specific health needs

• Co-ordinate, administer and maintain Individual Health Care Plans for students, undertaking the necessary communications and ensuring appropriate records and completed and retained

• Plan for vaccination sessions held by the Local Authority for the relevant age groups, undertaking the necessary communications and ensuring appropriate records are completed and retained

• Ensure all student medical information is entered into the school’s MIS, maintain accurate records in accordance with new and changing medical needs and inform staff of relevant information, including for all school trips

• Keep an up-to-date accident/treatment record book, including details of injuries, make any required RIDDOR reports for accidents at work and review for patterns

• Carry out monthly stock audits of all First Aid equipment throughout the school (including those used for trips) and ensure they are replenished including testing the AEDs

• Take responsibility for the medical room and ensure this is kept clean and tidy

• Keep an accurate list of all staff accredited with First Aid at Work, Emergency First Aid at Work, Basic Life Support & Pediatric First Aid, together with dates of expiry and arrange training to ensure that an appropriate number of staff for all areas of school are trained in these skills

• Arrange for delivery of annual training on asthma, anaphylaxis, allergies and epi-pens

• Ensure staff first aid qualifications on Educare are updated

• Assist the administrative team in the routine smooth running of the school office

• Undertake administrative tasks for the school including but not limited to answering calls, parental enquiries, updating databases, all forms of communication including letters, newsletters and reports

• Updating and maintaining the school’s MIS system

• To perform any reasonable task at the request of the Head

The Ideal Candidate Will Have -

Qualifications –

• Sound educational background including GCSE Maths and English (A*-C) or equivalent

• Relevant First Aid at Work Certificate, or willingness to work towards

• Mental Health First Aid qualification would be beneficial but is not essential

Experience –

• Experience of First Aid

• Experience of working in a fast-paced environment

• Experience of delivering to deadlines and achieving set targets to a high standard

• Experience of prioritizing workload effectively

• Experience of using MIS packages would be beneficial, but full training will also be provided

• Experience of working in an educational environment would be beneficial, particularly with experience of delivering First Aid

Skills –

• Excellent administrative skills

• Efficient use of Microsoft Office

• Ability to maintain detailed and accurate records

• Excellent planning and organisational skills

• Ability to work independently to organize own workload

• Strong interpersonal skills

• Highly motivated individual with an innovative approach

• Proactive and approachable

• Confidence in managing situations independently

• A confident and competent user of IT

• Good organisational skills

• Good interpersonal skills/effective communicator

Knowledge –

• A good understanding of safeguarding and child protection

• An awareness of current issues in education is desirable

Personal Competencies & Qualities -

• Realistic, honest and efficient approach

• To be prepared to enter fully and whole-heartedly into the life of the school

• Evidence of being a strong team member

• Enthusiasm and a positive outlook

• Positive attitude towards professional development and their own learning

• To understand the importance of providing equal opportunities with regard to the religious persuasion, racial origins, gender, disabilities, cultural or linguistic background of all children