Administration Assistant Windermere School

Administration Assistant

Job Description

Accountable to: The Head's PA

RECEPTION RESPONSIBILITIES

• Be the first point of contact for all visitors to the School, extending a warm welcome to parents, Governors, visitors, contractors and delivery staff, ensuring all visitors sign in correctly, are made aware of our Safeguarding procedure and are directed to the appropriate location.
• To be the first point of contact for parents, pupils and staff.
• To answer calls, take messages and operate the intercom system.
• To prepare signs for visitors and events as required.
• To ensure the public areas in the vicinity of Reception, including “Wetherlam” (a meeting/reception room) are kept tidy and are always welcoming to visitors.
• To sort and distribute incoming mail.
• To prepare and frank mail for despatch and take to the Royal Mail Sorting Office at the end of the day in time for the last post.
• To make arrangements for the collection of outgoing parcels/students' luggage by carriers and recharge where appropriate.
• To receive incoming deliveries, store tidily and organise their distribution (keeping the entrance/reception area free of deliveries and clutter).
• To prepare Fire Registers for pupils every morning and afternoon.
• To assist with registering staff in the event of a fire or during Fire Practice.
• When required, to produce a report from the database showing the location of all students for the lockdown procedure.

ADMINISTRATIVE RESPONSIBILITIES

• To produce a daily list of notices to display on TV screens.
• To record bookings of ‘public’ rooms, including ‘Wetherlam’, ‘Crampton Hall’ and the Dance Studio.
• To support with the issue of staff ID badges.
• To copy, post and file examination certificates.
• To assist with ticket sales for events, as required.
• To process “Authorisation for Absence requests”. To print, get signed approval and type letters for student absences, inform relevant staff and record on spreadsheet.
• To collate, summarise and record the results of student surveys and questionnaires as required.
• To collate and maintain records of all trophies held and awarded in School, arrange for trophies to be engraved as required and ensure relevant trophies are returned in time for Prize Day.
• To be responsible for monitoring and ordering stationery. This to include liaising with academic and administrative departments, agreeing orders with the Bursar, the placing of orders and checking deliveries against receipt notes and invoices, issuing stationery to students and recharging as necessary. Orders to be the most cost-effective possible.
• To provide clerical/secretarial support to members of staff as required and to assist with preparing students' reports and letters to parents as required.
• To communicate with parents via SIMS email system.
• To operate and update Schools Information Management System (SIMS), where appropriate.
• To support with cover as required within the Admin Team and to provide support for the School’s wider administrative needs as directed.
• To undertake photocopying, printing, scanning, filing and laminating as required.
• To allocate and name staff ‘pigeon holes’ as required.
• To process orders for the school photograph and arrange for distribution of the photographs as required
• To undertake any other duties which might reasonably be requested.

SAFEGUARDING RESPONSIBILITIES

• The post-holder’s responsibility for promoting and safeguarding the welfare of children and young people for whom s/he is responsible, or with whom s/he comes into contact, will be to adhere to and ensure compliance with the School’s Safeguarding Policy Statement at all times. If in the course of carrying out the duties of the post the post- holder becomes aware of any actual or potential risks to the safety or welfare of children in the School, s/he must report any concerns to the School’s Designated Safeguarding Lead.

Hours of Work

• During term time Reception is covered from 8.00am to 5.45pm. You would work some days 9.45am to 5.45pm and some days 8.00am to 4.00pm with half an hour for lunch (unpaid). Total hours per week 37.5.
• During school holidays you will work 9.00am to 3.30pm with half an hour for lunch (unpaid).
• The Administration Assistant will be required to work any Bank Holiday when the School is in operation.

Salary: £22,987

Periods of planned absence for holidays must be taken during the school holidays, unless agreed exceptionally with the Head’s PA. Holidays should, as far as possible, be arranged so that, together with the Head’s PA and School Secretary, reception and secretarial cover is available during school holidays.

Holidays

• Full-time support staff are entitled to 25 statutory and 8 Bank Holidays per year to be taken during periods of school closure. The school is closed to all staff between Christmas and the New Year. These days are deducted from the annual holiday allowance.

PERSON SPECIFICATION

Qualifications A good academic background including GCE Maths and English. Formal secretarial training, RSA or similar typewriting/word processing qualifications would be advantageous

Experience Experience of developing and maintaining administrative systems electronically and in hard copy format. Experience of working in the Education sector an advantage.

Skills IT literate with an excellent knowledge of MS Office;

Accuracy and attention to detail with all administrative tasks;

Strong written and verbal communication skills and the ability to foster good relationships with a variety of people;

Ability to communicate effectively with all School stakeholders;

Keeper of clear and methodical records;

Excellent organisational skills;

Ability to effectively prioritise time and work

Able to work unsupervised and useinitiative;

Ability to work as part of a team;

Ability to maintain strict confidentiality;

Attention to details in all aspects of work and personal presentation;

Polite and courteous;

Proactive and able to solve problems;

A smart appearance and outgoing and welcoming personality.

Additional Due to the rural situation of the School, access to own transport

Miscellaneous

The School operates a No Smoking policy within its buildings and grounds.

Windermere School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Job Type: Full-time

Pay: £22,987.00 per year

Benefits:

• Company pension
• Discounted or free food
• Free parking
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Windermere, LA23 1NW: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative experience: 1 year (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In person

Application deadline: 24/08/2024