Admin Assistant | Secondary Academy & Sixth Form | Birmingham

Marchant Recruitment; Birmingham; On-site; GBP 20,000 - 23,000; Full time

Job summary

Marchant Recruitment is seeking an organised Admin Assistant to support a busy school office in Birmingham. The role covers front-of-house reception, data management, communications, document handling, and basic procurement duties to ensure smooth daily operations.

The successful candidate will assist the Office Manager, maintain accurate pupil records, communicate with parents and staff, and uphold GDPR and safeguarding standards in a dynamic educational environment.

Qualifications

• GCSEs (English and Maths) at grade 4/C or above.
• NVQ or diploma in Business Administration desirable.
• Experience in administrative, clerical or customer-facing reception roles.

Responsibilities

• Front-of-House & Reception: greet visitors, manage sign-in and safeguarding protocols, handle phone inquiries.
• Database & Attendance Administration: maintain student records using MIS and track attendance.
• School Communications: draft and send letters, newsletters and digital announcements to parents/carers.
• Reprographic & Document Support: provide secretarial support, printing, scanning, filing, and mail coordination.
• Financial & Supply Support: assist with office procurement, track stationery, log purchase orders, manage deliveries.

Skills

Office software

Written communication

Organisational skills

Telephone etiquette

Data protection (GDPR)

Education

GCSE English and Maths 4/C or above

NVQ/Diploma in Business Administration desirable

Tools

Microsoft Office

Google Workspace

Education MIS software (SIMS/Arbor/Bromcom)

Job description

We are seeking an organized, articulate, and proactive Admin Assistant to provide essential administrative, secretarial, and clerical support across our busy school office. Reporting to the Office Manager, the successful candidate will play a central role in delivering smooth front-of-house customer service, maintaining accurate student records, managing daily communications, and ensuring efficient administrative operations across the academy.

THE SCHOOL

Set on a modern campus featuring contemporary administrative suites, interactive reception facilities, and digital record systems, this vibrant secondary academy supports over 1,200 pupils aged 11–18 in Birmingham. Operating within a supportive Multi-Academy Trust framework, the school combines high academic ambition with strong community engagement. The administrative team forms the operational backbone of the academy, working closely with teaching staff, leadership, parents, and external agencies to support daily school life.

KEY TASKS & DAILY OPERATIONS

Front-of-House & Reception: Greet parents, contractors, and visitors in a polite and professional manner, manage visitor sign-in and safeguarding badge protocols, and handle incoming telephone inquiries.

Database & Attendance Administration: Maintain accurate student records using Management Information Systems (e.g., SIMS, Arbor, or Bromcom), tracking daily student attendance, updating contact information, and logging medical notes.

School Communications: Draft and distribute school communications, letters, newsletters, and digital announcements to parents and carers using electronic communication portals (e.g., ParentPay, InTouch).

Reprographic & Document Support: Provide general secretarial and reprographic support to staff departments, including printing, scanning, filing, preparing meeting documents, and coordinating outgoing mail.

Financial & Supply Support: Assist with basic office procurement, tracking stationery inventory, logging purchase orders, and handling incoming package deliveries for departments across the school site.

PROFILE REQUIREMENTS

Qualifications: Strong general education background with GCSEs (or equivalent) in English and Mathematics at Grade 4/C or above. NVQ or diploma qualifications in Business Administration are desirable.

Experience: Previous experience working in an administrative, clerical, or customer-facing reception role—ideally within an educational, public sector, or busy office setting.

Skills: Proficiency with standard office software (Microsoft Office/Google Workspace) and education MIS software; excellent telephone manner; strong written communication skills; exceptional organizational ability; and strict commitment to data protection (GDPR) and school safeguarding standards.

REGIONAL CONTEXT

Local Area & Community: Located in Britain's second city, the school serves a dynamic and diverse community. Birmingham offers world-class cultural amenities, major commercial districts like Grand Central and the Bullring, academic hubs, and expansive green spaces like Cannon Hill Park and Sutton Park.

Transport & Commuting: Birmingham boasts premier transport connectivity, positioned at the heart of the national motorway network via the M5, M6, and M42 corridors. Public transit is comprehensive, featuring National Express West Midlands bus routes, West Midlands Metro tram connections, and quick rail access through major hubs including Birmingham New Street, Moor Street, and Snow Hill stations.