Administration Assistant

Southampton City Council; Southampton; On-site; GBP 20,000 - 25,000; Full time

Job summary

A local council is seeking an Administration Assistant to support the administrative function at schools within the Trust. This role entails a range of administrative tasks, including correspondence preparation, data management, and front-desk responsibilities. The ideal candidate will have strong organizational skills and attention to detail. The position is term-time only, with a commitment to safeguarding and promoting learner welfare. Applications for part-time work will be considered.

Qualifications

• Experience in general administrative tasks.
• Ability to manage confidential information.
• Attention to detail and ability to multitask.

Responsibilities

• Support the Administration Team in daily operations.
• Assist with pupil annual reviews and documentation.
• Manage reception and greet visitors.

Skills

Administrative support

Communication skills

Data entry

Organizational skills

Tools

MIS (Arbor)

Job description

We are looking to appoint an Administration Assistant to undertake a variety of administrative tasks to support the efficient running of the Administration function at our Schools within the Trust (Great Oaks School and Rosewood Free School). Responsible to the Business Leader (Human Resources and Administration) or Office Lead.

The post holder will, at all times, carry out their duties in accordance with the policies of the Special Schools Trust.

Hours

Monday to Friday, 8.00 am to 4.00 pm or 8.30 am to 4.30 pm (37.0 hours per week) (one day 4.00 pm finish to be agreed with Business Leader), plus 30 minutes unpaid lunch break. Term time only. Consideration will be given to part-time applications.

Location

This role will be based at either Great Oaks School (South Site and West Site) or Rosewood Free School, days worked at each site may vary and working from other Trust sites may be required.

Job Purpose

• To support the Administration Team in undertaking a variety of administrative and clerical tasks to support the efficient running of the school.
• To provide an effective administration service to the school including, but not limited, to undertake letter writing, collation and distribution of correspondence, reports, minutes and other documents as required.
• General administration support, including and not limited to answering the telephone, meeting and greeting visitors and dealing with routine enquiries.

Responsibilities

• To assist the Administration Team in the effective day-to-day running of the administration function.
• To provide administrative support for the pupil annual review process including preparation and collation of documentation, issuing invitations, and other supporting documentation.
• To undertake typing, collation and distribution of correspondence, reports, minutes and other documents as required.
• To undertake administrative duties including photocopying, filing and shredding.
• To carry out pupil administration duties including the preparation and maintenance of pupil folders and to accurately input and maintain pupil data in the school MIS (Arbor).
• Assisting with the pupil new starter and leaver process in accordance with the School's Policies and Procedures.
• Writing letters, creating documents and collating data for monthly reports as required.
• To cover the Reception Desk as and when required by answering the telephone, meeting and greeting visitors and dealing with routine enquiries.
• To assist the Business Leader (Human Resources and Administration) with any other general administration tasks or projects.

Any Other Information

The Specialist Schools Trust are absolutely committed to safeguarding and promoting the welfare of our learners and expects all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to Disclosure and Barring Service checks along with other relevant employment checks.