School Administrator

To meet the requirements of the post, the School Administrator should have the following skills and characteristics:

·        Ability to display initiative, to anticipate, to react positively to broad strategic direction, to solve problems and to prioritise work in line with tight deadlines;

·        Good skills in database management systems, MS Word and Excel (knowledge of school systems such as Engage, ISAMs or similar would be an advantage);

·        A confident approach with a very pleasant telephone manner;

·        A welcoming demeanour, with an ability to put parents, staff and pupils at ease;

·        Patience, energy and enthusiasm;

·        High standards of integrity, tact, diplomacy and discretion;

·        A professional personal appearance;

·        An ability to work in a team, as well as the ability to take individual responsibility;

·        A good sense of humour.

The Head’s PA acts as Office Manager in co-ordinating office functions and efficiency. All members of the administrative staff team are responsible for sharing information and for dedicating themselves to provide an efficient, smooth-running, confidential and friendly service to all sections of the school. This requires the administrative staff to accept a commitment to combine their functions, often in ad hoc ways, to everyone’s mutual advantage. Such sharing of roles will occur, typically, when the telephone is busy and when visitors or deliveries arrive. Role sharing flexibility and mutual help are required at very busy times, such as the beginning and end of term when reports, assessments and letters are sent to parents.

KEY TASKS

·        To staff the busy switchboard during office hours, transferring calls, taking messages, or dealing with enquiries as appropriate;

·        To sort and distribute incoming mail and emails;

·        To organise outgoing mail;

·        To manage the diary for staff and pupil absences;

·        To greet and welcome all visitors and ensure that they sign in and out, are provided with a visitor’s badge and are aware of emergency procedures;

·        To receive and sign for deliveries;

·        To manage the daily lists for absentees, off games and extra suppers;

·        To update the Info-Line with information regarding matches and events as appropriate;

·        To arrange minibuses, coaches and taxis for games staff and boarders as required;

·        To take bookings for temporary boarding as required;

·        To provide secretarial and administrative support to the Senior Management Team, Head’s PA and teaching staff as required;

·        To assist with typing, photocopying, laminating and binding as required.