Principal Administrator

JOB DESCRIPTION HUMAN RESOURCES / PEOPLE • To coordinate the administration of recruitment processes for all staff. • Responsible for personnel arrangements for staff, e.g. staff sickness, return to work interviews, cover for absence, recruitment, job descriptions, staff leaving, in line with school and Trust policies, procedures and all staff induction • Responsibility for performance management and appraisal of Administration, Site, Catering and Cleaning and other Support Staff. • Provide leadership and direct line management for support staff • Maintain confidential staff records • To ensure that the Single Central Record is completed correctly and maintained effectively • Responsible for liaison with HR in relation to staffing issues and queries • To ensure DBS checks are completed correctly and be responsible for ensuring that new staff have DBS, medical clearance and satisfactory references SCHOOL CENSUS • To be responsible for school census and staff census returns, including all errors and queries and complete other governmental or Trust returns as required. FACILITIES MANAGEMENT • To have oversight of premises support staff, including caretakers, cleaners and catering colleagues. • To have day to day responsibility for Health and Safety Management and Risk Assessment and Hazard Identification. • To be aware about the main Health and Safety issues specific to the Academy; and how they relate to pupils, staff, visitors and contractors • Work with the Director of Capital Programmes, Estates and Facilities to evaluate and prepare for long term development and refurbishment plans to the Academy estate. 48 FACILITIES MANAGEMENT CON’T • Supervise Health and Safety requirements and Health and Safety audit compliance to a high standard. Ensuring that all regulations are adhered to. • To be responsible for the maintenance of the Academy site and buildings, the preparation of maintenance schedules and the efficient operation of all facilities. • Responsible for overseeing the production and upkeep of Academy Health & Safety/estates policies/documents as required. • To lead strategic improvements to assessment recording and reporting systems. • To ensure the school asset register is maintained and regularly updated. • Review, with the Site Manager, work patterns and practices, complying with Health and Safety, COSHH and Fire Precautions regulations. • To provide monthly reporting on Health & Safety, maintenance expenditure and utility use. • Ensure the smooth and efficient running of catering operations. FINANCE • To ensure that all purchase orders are signed and submitted to the Central Finance Team for processing. All delivery notes and invoices should also be forwarded on receipt. • To ensure that MCAS is used for all trips and other events to minimise the handling of cash and cheques. • To ensure that all cash/cheques are recorded and forwarded to the Central Finance Team for processing. • To ensure that the academy credit card is only used by authorised staff for emergency purchases. • To maintain a log of petty cash expenditure to be forwarded to the Central Finance Team each month end. ADMINISTRATION • To manage the administrative function in school including administrative ICT facilities, school reception, reprographics, records and telephones. • To be responsible for the systems and general management of the school’s administrative and financial computer network, including the implementation of appropriate management information systems. • To ensure all information, records and data are updated and maintained efficiently and effectively. • To comply with and assist in the development of policies and procedures relating to child protection, health, safety and security, confidentiality and data protection reporting all concerns as appropriate ADMISSIONS • To update Bromcom with student admissions into Year 7. • To update Bromcom for in year student admissions and allocation of groupings and creation of student timetables. 49 SCHOOL GDPR • To liaise with the GDPR Data Protection Officer to ensure that trust wide guidance is adopted by the school. • To ensure that the staff are aware of the GDPR regulations, how the legislation may affect their work and what the school’s responsibilities are in this area. • To ensure that the school procedures regarding data breaches are appropriate and followed. • To be responsible for detecting, investigating and reporting any data protection breaches to the DPO COMMUNICATIONS • To communicate effectively with the parents/carers of students as appropriate • Communicate and co-operate with persons or bodies outside the Academy (where appropriate) • To follow agreed policies for communications in the Academy. MANAGEMENT OF INFORMATION • To maintain appropriate records and to provide relevant accurate and up-to-date information for reporting, registers, tracking etc. • To complete the relevant documentation to assist in the tracking of students • To track student progress and use information to inform teaching and learning. SAFEGUARDING & YOUNG PEOPLE Great Schools Trust is committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, including an enhanced DBS check. OTHER RESPONSIBILITIES Contribute to the wider life of the Trust, its schools and its community through out of hours and partnership work. To carry out any such duties as may be reasonably required by the Principal or Chief Executive. The above responsibilities are subject to the general duties and responsibilities contained in the Statement of Conditions of Employment. The duties of this post may vary from time to time without changing the general character of the post or level of responsibility entailed. This job description is current at the date shown but, in consultation with the post holder, may be changed by the Principal to reflect or anticipate changes in the job commensurate with the grade and job title.