Admin Officer

Philosophy Education LTD.; England; On-site; GBP 33,000 - 35,000; Full time

Job summary

Philosophy Education LTD. is seeking an experienced Administration Officer for a primary school setting.

The role involves supporting the School Business Manager and ensuring smooth daily operations across EYFS/KS1 or KS2 sites as required. The successful candidate will manage a broad range of administrative tasks, maintain accurate records, and provide a welcoming, professional service to pupils, parents, staff and visitors.

Qualifications

• Experience in managing databases and pupil attendance.
• Strong organisational and time-management skills.
• Ability to work under pressure and meet deadlines.
• GCSE English and Maths at grade C or equivalent.

Responsibilities

• Providing general administrative support and helping to maintain school systems and procedures.
• Admin duties relating to pupil admissions and transitions.
• Recording pupil attendance and absences and contacting parents.
• Maintaining staff absence records and reporting to SLT.
• Maintaining staff and pupil databases, census returns and reports.
• Recording dinner money and school payments, and handling balances.
• Ordering supplies and uniforms and managing inventories.
• Maintaining the school diary and coordinating trips and training records.
• Reception and visitor management, mail handling and hospitality.
• Liaising with external IT and website teams and safeguarding procedures.

Skills

Administrative experience

School office experience

Data management

IT skills

Organisational skills

Communication skills

Education

GCSE English and Maths at C or equivalent

Tools

Databases

Office IT packages

Job description

Salary: Scale 5, Points 12-15 (£32,985-£34,532 pro rata)
Hours: 40 hours per week, term time only
Working hours: Within school office opening hours of 7.30am-4:30pm
Reporting to: School Business Manager
Location: Primary school setting, working across the EYFS/KS1 or KS2 site as required

About the role

Are you an organised, proactive and professional administrator who enjoys working in a busy school environment?

We are seeking a committed and enthusiastic Administration Officer to join our primary school team. This is an exciting opportunity for an experienced school administrator to play a key role in ensuring the smooth and effective running of our school's administrative systems and day-to-day operations.

Working closely with the School Business Manager, you will support a wide range of administrative functions, helping to maintain accurate records, deliver efficient processes and provide a welcoming, professional service to pupils, parents, staff and visitors.

The successful candidate will be flexible, highly organised and confident managing competing priorities while maintaining a high standard of accuracy and customer service.

Key responsibilities

• School administration: Providing general administrative support and helping to maintain effective school systems and procedures.
• Admissions and transitions: Undertaking administrative duties relating to pupil admissions and transitions.
• Pupil attendance: Recording pupil attendance and absences, contacting parents on the first day of absence and working with colleagues to support improvements in attendance and punctuality.
• Staff attendance: Maintaining accurate staff absence records and keeping the Senior Leadership Team informed in line with school procedures.
• Data management: Maintaining staff and pupil databases, completing statutory census returns and submitting reports to the local authority and Department for Education.
• Finance and payments: Recording dinner money, after-school club payments and school trip monies, and following procedures for outstanding balances.
• Orders and stock control: Ordering school supplies and uniform, maintaining inventories, checking deliveries and ensuring items reach the correct departments.
• Office coordination: Maintaining the school diary, coordinating school dinners, arranging school trips, booking staff training and keeping training records up to date.
• Reception and visitor management: Acting as a first point of contact for visitors, managing incoming mail, supporting meetings and hospitality, and ensuring visitors follow school policies.
• Facilities and IT administration: Reporting photocopier faults, liaising with the external website designer and supporting procedures for the security of school IT equipment.

About you

• At least one year of experience working in a school office.
• Experience of managing databases, school admissions, pupil attendance and punctuality.
• Experience of working collaboratively within a team and providing front-line services to a range of stakeholders.
• An understanding of working within statutory and regulatory requirements.
• Strong organisational, planning and time-management skills.
• The ability to manage your own workload, work independently and use your initiative.
• The ability to work under pressure, prioritise tasks and meet deadlines.
• Excellent verbal and written communication skills.
• Confidence using a range of IT packages and the ability to analyse, use and present data.
• GCSE English and Maths at grade C or equivalent.

Experience of managing school dinner money systems would be an advantage.

What you will bring to the team

You will be approachable, dependable and professional, with a positive attitude and a commitment to providing an excellent administrative service. You will understand the importance of confidentiality, accuracy and following established procedures, and you will be willing to adapt to the changing needs of a busy school environment.

Above all, you will recognise the importance of contributing to a safe, supportive and inclusive environment where pupils can thrive.

Safeguarding and values

Safeguarding and promoting the welfare of pupils is a key responsibility of this role. The successful candidate will be expected to support the school's safeguarding procedures and promote fundamental British Values.