Administration Assistant

Administration Assistant

Job Description

Core Hours: 7:50- 15.50 Term time plus 2 weeks

Based at: Spencer House (Monday- Thursday) and Wilberforce House (Friday)

Reports to: The Head of HR, Health & Safety, Compliance and Data Protection

1.       School Secretary Cover

-          Providing cover for the School Secretary for breaks, lunch as well as should either of the School Secretaries be absent.

-          Provide First Aid when the School Secretary is not available to do so.

2.       Club Administration and Coordination

-          Maintain up to date clubs provision master documentation,  including provision details, club descriptions and timetables

-          Maintain up to date club provider records

-          Maintain  up to date club provider files Including accurate records on the school’s Single Central Register

-          Set up clubs in SOCS

-          Coordinate room bookings

-          Respond to parent queries

-          Liaise with Finance re provider invoices

3.       HR Support

-          Draft job specifications and adverts and post vacancies on job sites as required

-          Maintain accurate records of job applicants, including applications and supporting documents

-          Coordinate interview scheduling, lesson observations, tours, and tasks.

-           Prepare interview packs

-          Complete safer recruitment checks for staff, supply staff, club providers, supply staff and visiting professionals

-          Process DBS applications and complete DBS Update checks

-          Create and maintain files for staff, club providers, and visiting professionals.

-          Maintain digital staff records using Every HR and iSAMS HR.

-          Manage new joiner administration, ensuring all required documentation is in place.

-          Coordinate staff inductions, including preparing lanyards and induction materials.

-          Maintain staff photo boards across both sites.

-          Liaise with Marketing to ensure up to date staff pages on the school website

-          Administer EduCare training and track completion

-          Assist the Head of HR, Health & Safety, Compliance and Data Protection with any HR projects

-          Coordinate the completion of annual staff declarations as well as DBS status checks.

4.       Health & Safety, Compliance and Data Protection

-          Maintain records in School’s MIS for these functional areas and run reports as required

-          Assist in ensuring that the school website as well as internal policy drive is up to date with relevant policies

-          Maintain a tracker for all  required Risk Assessments for school trips, event and workshops and ensure completion of submission and review

-          Assist with the annual Risk Assessment Review

-          To provide administrative support to the Head of HR, Health & Safety, Compliance and Date Protection.

-          Support with all projects carried out by the Head of HR, Healthy & Safety, Compliance and Data Protection and the Assistant to the Head of HR.