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Pre-Prep Administrator

Pre-Prep Administrator

Vinehall School

East Sussex

  • £13 per hour
  • Expired
Salary:
38.5 hours per week, 38 weeks of the year.
Job type:
Full Time, Permanent
Start date:
September 2023; handover during the summer if possible.
Apply by:
5 June 2023

Job overview

Job Purpose

· To provide a professional, calm and efficient reception and administrative service to Pre-Prep;

· To have good interpersonal skills, be part of as well as supporting the Pre-Prep team;

· To liaise closely with staff, parents and children, responding to their concerns;

· To be a trusted, discreet and approachable colleague, maintaining confidentiality;

· To have excellent communication skills, including oral and written communication;

· To have a high standard of personal presentation;

· To have good IT skills; to be able to touch type; experience in Microsoft 365, Sharepoint and Engage would be an advantage.

· To have the ability to prioritise and work within time constraints, using initiative as required;

· To have collective responsibility for safeguarding children.

Key Relationships

· Headmaster;

· Head of Pre-Prep;

· Head’s PA (Line Manager);

· Pre-Prep staff;

· School Administrators in the Prep School;

· Pupils;

· Parents;

· External visitors and professionals.

Reception

· Handle enquiries from parents, staff and visitors;

· Answer the telephone and relay messages to staff and pupils;

· Take messages, internal and external;

· Enable secure access through the main Pre-Prep entrance;

· Collect, sort and distribute incoming mail and handle outgoing mail;

· Check pupil registers and follow up absences;

· Check attendance registers for statistics, including annual sessions and absences;

· Record staff absences and pass records on to the Bursar;

· Ensure security of Pre-Prep; sign visitors in and out, register and ensure contractors are supervised, issue visitor badges;

· In case of fire, ensure that registers are taken to the meeting point;

· Handle ASC enquiries; daily lists and weekly round-up;

· Provide refreshments for visitors if required;

· Liaise with the Prep School front office on matters of concern, including calendar and crisis management;

· Liaise with the catering staff on diets, absences, Pre-Prep and ASC refreshment supplies and catering for outings and picnics outings;

· Supply daily After School Club Supper numbers and special diets to Kitchen;

· Book school visits and minibuses for trips if required;

· Report problems with the fabric or general running of the Pre-Prep building to the Estates Manager;

· Liaise with the school nurse over matters of concern and liaise with staff on a need to know basis regarding medical matters;

· Ensure medicine administration consent forms are completed and filed correctly;

· Assist in administering consented medicine to staff and pupils, completing medicine administration form;

· Contact parents of sick children who need to go home and some supervision of sick children as necessary;

· Email parents to notify them of any minor accidents;

Resources

· Order stock (and children’s Christmas presents) on agreement from Head of Pre-Prep or Head of Nursery;

· Check deliveries, invoices and following up supply problems, incomplete orders and returning unwanted stock;

· Liaising with the Bursar’s office; petty cash, invoice enquiries and extra hour payment requests and timesheets;

· Photocopy, collate and maintain sufficient stock of information for parents and staff as required;

· Ensure office area is kept tidy and organised.

Administrative and secretarial

· Update the appointments diary;

· Assist Head of Pre-Prep and other members of Pre-Prep staff with letters, notices and mail-outs including class letters, outing information and consent forms (typing and proofing as necessary and in liaison with Head’s PA);

· Draft activities letters and Head of Pre-Prep letters;

· Ensure risk assessment forms are updated for the department, outings, FOV and Pre-Prep events and copied to appropriate recipients;

· Update and distribute lists as required, eg clubs, classes, birthdays, medical, kit, uniform and different surnames;

· Liaise with club coaches, organise clubs including during the holiday if necessary;

· Set up clubs each term on Engage, make registers and share with staff and club leaders;

· Prepare registers for all clubs and toddler groups;

· Assist in maintaining information boards and signs around Pre-Prep, including reminder notices and changes to the calendar eg clubs;

· Display notices on boards and Vinelines;

· Add data to the school management information system as required;

· Input ‘extras’ onto pupil accounts on the school management information system;

· Attend Pre-Prep staff meeting, minute and type up bulletin;

· Support HoPP with photocopying, laminating, binding and presentation as required;

· Support with any administration for Pre-Prep appointments;

· Set up files, file, archive and/or destroy documents as appropriate and in line with data policy;

· Assist with organisation of school trips following established procedures;

· Assist with organisation of events as required; ensuring seating is arranged/stacked, serving refreshments, booking venues, staffing (including Father Christmas and the Easter Bunny);

· Assist in maintaining staff details;

· Contribute ideas for the development plans that link with self-evaluation and budget proposals;

· Support the whole school approach for promoting positive behaviour;

· Attend and assist in the organisation of Open Days, creches, Grandparents’ Day/Harvest Festival and Parents Evenings;

· Liaise with FOV for HoPP;

· Assist in organising Book Week, Arts Week, Watch Dance and other events;

· Ensure staff room noticeboards are updated and the room is ordered;

· Facilitate EYEE headcount, census and staffing with HoPP;

· Prepare Record of Transfer for new schools/settings;

· Keep library organised;

· Assist with administration for children’s annual reports;

· Help remind HoPP of staff birthdays and other significant events;

· Organise Nursery & Kindergarten sessions termly and use to inform EYEE, ensuring correct staffing ratios are met.

Admissions

· Ensure the smooth transition from prospective pupil to current pupil status: including dealing with general enquiries from prospective parents, contacting previous schools, circulating joining packs, organising induction days and confirming pupil data.

· Notify the Bursary of additional billing requirements for new pupils.

· Work with the Admissions Co-Ordinator on producing an annual Admissions Schedule, including key dates, deadlines and communications to prospective families.

· Update prospective parents’ admissions status on the school’s MIS as families move from enquiry through visit to registration and beyond, ensuring visit dates are logged.

· Send out the offer letters and manage the acceptance process.

· Keep close liaison with feeder and potential feeder schools.

· Attend the Nursery events and Open Days each term. Support the Admissions Co-Ordinator in organising the events.

· Any other reasonable request in the relation to the work of the Admissions Department.

Compliance

· Notify Local Education Authority of all new joiners and leavers within five days of joining or leaving the school. Provide contact details of parents and other family members living at the same address.

· Support the completion of the annual statutory census returns for Independent Schools Council and Department for Education in conjunction with the Bursar.

General

· Uphold all policies, procedures and compliance in accordance with the school handbook, in particular to have collective responsibility for safeguarding children.

Attached documents

About Vinehall School

Vinehall is a co-educational day and boarding school for children aged between 2 and 13. We enjoy wonderful views across the Sussex countryside in an Area of Outstanding Natural Beauty as well as an impressive array of facilities.
Vinehall is unusual in combining a noticeably friendly and happy atmosphere with impressive achievements academically, in music, drama, art and also sport. 


In addition to academic support, the children also benefit enormously from a wide range of activities and opportunities at our well resourced school.

At Vinehall a dedicated team works hard to make boarding an extremely attractive option. Vinehall has a well-established boarding community of boys and girls. It is very much the heart of the school. A few of our boarders are from overseas or other parts of the country, but most are local children. Boarding is ‘full’ rather than on a weekly basis although there are regular exeat weekend breaks and boarders may go out for special occasions.

People are the most important factor in a child’s education and Vinehall’s teachers and support staff work together to ensure the best possible provision for every child. From lessons to sport, the creative arts to meals, our children benefit from the best there is. The children and parents speak very highly of their teachers.

Vinehall has an outstanding academic record and sends children to a large number of senior schools, including the best public schools in the country. We are proud of our scholarship record and parents agree that the teaching and learning at Vinehall is excellent. Our children achieve impressive results at a national level through subject-based competitions and the school maintains enviable academic standards. Some special needs are catered for and the school is well-suited to the average to above average child.

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Applications closed