Office Admin Assistant - Part time

An exciting opportunity has arisen at Peterborough's STEM school for a part time Office Administration Assistant to join our team.   

The post is 22.5 hours per week 

(Monday to Thursday 12:30 to 5:00pm, Friday 12 noon to 4:30pm)

Working 41 weeks per year 

(term time + 5 days (training) + 10 days (in August during exam results).

Interviews will take place on Thursday 1 September 2022.

Responsibilities and Accountabilities of the role:

· Provide clerical and administrative support, including scanning, photocopying, filing, faxing and emailing, as appropriate to staff as necessary. 

· Answer telephone calls, helping with queries where possible. 

· Provide cover for the School’s Receptionist as required. 

· Prepare and edit correspondence, presentations and other documents, as instructed. 

· Assist with various administrative tasks, using word, excel, outlook email local Management Information Systems. 

· Maintain electronic and manual systems in an efficient and effective manner in line with the GDPR Retention Policy, as well as file and retrieve documents and reference materials. 

· Arrange, co-ordinate and communicate details for meetings, training and events, including booking meeting rooms and providing refreshments. 

· Distribute incoming mail and send outgoing mail. 

· Receive, sort and distribute all packages, deliveries and mail. 

· Ensure that the reception area is kept smart and tidy. 

· To assist with the ordering of stationery, materials and resources and ensuring that stock levels are maintained. 

· Maintaining and updating school information, records and databases.

• Assist the Examinations Officer and Data Manager with the day to day running of the office, including the set-up of examination rooms, exam boxes and materials as required. 

• Assist with the administration of all internal and external examinations, ensuring that JCQ rules and regulations are adhered to at all times. 

• Assist with examination access arrangements. 

• Assist with arrangements for the secure storage and dispatch of examination scripts. 

• Assist with the input of new student data (incl. Year 6) on the MIS system and import all student photos. 

• Using SIMS, produce and distribute student timetables. 

• Communicate to staff the photo permissions for students. 

• Assist with the production and distribution of the student learning profiles, including updating the MIS system. 

• Assist the Data Manager with the reporting of student data to external bodies, for example Student census. 

• Oversee the organisation of annual school photographs. 

• Coordinate the annual school careers evening. Ensuring appropriate staff are informed of all procedures/plans. 

• Ensuring the UTC website, electronic communication and social media channels are updated where and when appropriate.

• Administer basic first aid to staff and students (1 day first aid training will be provided).

• Support other team members to cover the effective day to day operation of the office and in the event of sickness / emergency. 

• The post holder will undertake any other duties commensurate with the grade of the post, in consultation with line manager.

• This job description is subject to review and may be changed following consultation with the post holder. It is not a comprehensive statement of procedures and tasks but sets out the main expectations of the Trust in relation to the post holder’s professional responsibilities and duties.

Support for School Place of work:

• Participation in staff events by arrangement. 

• Attend Staff Meetings. 

• Contribute and participate in Academy events / activities and Trust activities where possible. 

• Develop and maintain effective working relationships with other staff and parents/carers. 

• Adhere to the Trust values.  

• Follow school policies, practices and procedures.

Data security:

• Act in accordance with legal provisions regulating confidentiality and security of data and information in accordance with GDPR regulations.

Health and Safety: 

• Be aware of the responsibility for personal Health, Safety and Welfare and that of others who may be affected by your actions or inactions. 

• Co-operate with the Trust on all issues to do with Health, Safety & Welfare. 

• To work/operate all equipment within Health and Safety and other legal regulations, including risk assessments.

• Contribute to the maintenance of a safe and healthy environment. 

Continuing Professional Development:

• In conjunction with the line manager, take responsibility for personal professional development, keeping up to date with research and developments related to school/academy/place of work efficiency, which may lead to improvements in the day-to-day running of the Trust.

• Undertake any necessary and identified professional development taking full advantage of any relevant training and development available, particularly when related to the use of ICT, for data management and record keeping. 

• Maintain a professional portfolio of evidence to support the Performance Management process – evaluating and improving own practice. 

Child Protection and Safeguarding

• The post holder will have a shared responsibility for the safeguarding of all children and young people. The post holder also has an implicit duty to promote the welfare of all children and young people. 

• To inform the Child Protection Officer of any issues relating to the safety and well-being of students.

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

All staff will be subject to an enhanced check with the Disclosure & Barring Service.

Person Specification - Administration Assistant Level 3

Assessment Key:

A = Application Form

I = Interview

Good educational background with GCSE or equivalent in English Language and Maths : Essential - A

Qualification in business administration or similar : Desirable - A

Experience in working in an administrative environment : Essential - A/I

Experience of working in an educational setting : Desirable - A/I

Experience of working with external agencies : Desirable - A/I

Understanding of the education system : Essential - A/I

A sound grasp of the concept of inclusive practice : Essential

Knowledge of the concept of confidentiality : Essential - I

Awareness of child protection issues : Essential - I

First aid certificate : Desirable - A

Ability to use IT systems including email, word and excel; ability to give direction with strong organisation skills; excellent written and oral communication skills; ability to contribution to team meetings and contribute ideas : Essential - I

Willingness to undergo further training and development; positive and enthusiastic approach towards work; ability to act on own initiative; kindness and empathy towards students and colleagues; ability to work as part of a team effectively : Essential - I

Support the Academy policies on safeguarding and child protection : Essential - A/I

Flexibility of working hours : Essential - A/I