Academy Administrator

Ormiston Academies Trust; Tenbury Wells; On-site; GBP 18,000 - 24,000; Full time

Benefits offered by this job

Flexible working

Job summary

Ormiston Academies Trust is seeking a proactive Academy Administrator to provide front-of-house and general administrative support. You will greet visitors, manage the main phone line, handle post, maintain the office diary, and support attendance and medical-related tasks using Edulink/SIMS as required.

You will also manage emails, photocopying, stationery, and document distribution, while participating in professional development days. Flexible working options will be considered.

Qualifications

• Front of house and telephone handling experience ideal.
• First Aid at Work trained preferred.
• Experience with school admin systems (Edulink/SIMS) is advantageous.
• Strong organisational and multitasking abilities.
• Excellent communication and customer service skills.

Responsibilities

• Reception duties: greet visitors, check DBS IDs, sign in, direct visitors.
• Handle school switchboard and relay messages to staff and pupils.
• Book meeting rooms via Edulink Resource Booking and maintain office diary.
• Manage pupil appointment calendar and respond to pupil requests.
• Process incoming/outgoing post and administer Royal Mail system.
• Support Attendance Administrator when needed and coordinate with Transport Manager.
• Monitor admin email and respond promptly; input merits/behaviour points in Edulink/SIMS.
• Perform reprographics and monitor stationery supplies.
• Keep tutor pigeon holes tidy and document dissemination.
• Provide general admin support: typing, spreadsheets, sending texts via online system.
• Answer enquiries by phone/email/in person and resolve straightforward queries.
• Prepare and circulate school information letters (mail merge when possible).

Job description

Purpose of Role: To provide administrative support to the Academy and to be the first point of contact both face to face and on the telephone. You will be required to do any reasonable tasks necessary to perform this role and this job description is not exhaustive.

Main Duties and Responsibilities

• 1. Reception Duties:
  • Act as front of house for the Academy: welcoming all visitors, checking DBS records and identification when necessary, signing them in and ensuring they are directed appropriately in a welcoming and professional manner.
  • Efficient handling of telephone calls and operation of the school switchboard, including internal calls and liaison, and the prompt and accurate passing on of all messages to staff and pupils.
  • Ensure meeting rooms are booked for all visitors as required using the Edulink Resource Booking feature.
  • Ensure the office diary is up-to-date with all meetings and events.
  • Keep the pupil appointments calendar up-to-date.
  • Direct any calls for assistance from classrooms to the member of staff on duty.
  • Deal with pupil requests and queries effectively
  • Open, sort and distribute incoming post and ensure despatch of outgoing post. To administer the online royal mail system.
  • Support the Attendance Administrator in their absence and at busy times.
  • Work with the Transport Manager to ensure drivers are notified of any pupils who have left during the day.
• 2. Medical: (Supporting Medical Needs at Schools)
  • Be First Aid at Work trained and be first point of call for first aid.
  • Record accidents on the iamcompliant portal.
  • Ensure all first aid incidents are recorded correctly on the internal system.
  • Ensure medicines in school are stored correctly and processes are correctly followed when accepting medication into school and administering medication.
  • Ensure pupil and staff health care plans are in place and in date for all that need them and kept updated on an annual basis.
  • Ensure stocks of medical supplies are adequate and re-order as needed.
  • Check the de-fibrillator weekly to ensure it has battery life and that it has not been used.
• 3. Monitor the office/admin@ email address and respond and forward any incoming emails effectively and promptly.
• 4. Input merits/behaviour points onto Edulink/SIMS as directed by SLT.
• 5. Reprographics - Undertake photocopying, printing and laminating as requested by staff in the absence of the other Academy Administrator.
• 6. Stationery - to monitor supplies of stationery and order as appropriate and as directed.
• 7. Tutor Pigeon holes - keep them in good order and ensure any documents are collected regularly.

Duties to Support the General Administration of the Academy

• Under the direction of the Office Manager, provide general administration support to the academy office and staff including:
  • a. Typing reports and letters
  • b. Setting up and maintaining spreadsheets
  • c. Sending text messages using the online system as required.
• Answer standard enquiries by phone/email or in person. Use initiative to resolve non-complex queries within areas of responsibility
• Type, update and circulate school information and letters (using mailmerge when possible) such as staff lists, telephone lists, parents' evening letters.

Other Duties

• To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities/grade of the post.
• Be prepared to undertake professional development and training including whole school training days (if required).

Ormiston Academies Trust embraces diversity and promotes equality of opportunity. Flexible working opportunities will be considered.